Verifying Transactions When No Matching Expense Exists
There are times when there are transactions with no matching expenses. ProMaster will automatically create an expense for the transaction at the time of verification.
To verify a transaction when no matching expense exists:
1. From the Transaction Search page, click
Search;
2. From the resulting list of transactions, click the associated
Verify Transaction icon;
The Verify Expense page appears.
3. Select the
Expense Group from the search list on the right;
4. Activate the
Tax Receipt? flag if one is required for the item;
5. Enter the
Purpose for the expense;
6.
Add Note to Expense if required;
7. If available
, Add Gazettal Details for Transaction;
It may be the case that the transaction exceeds a stipulated Gazettals threshold and you are required to enter further Gazettals information (optional) (see
Gazettals (Optional)).
8. Click on the
Attaching Transaction icon to view the details of the transaction you are matching the expense to;
9. For each expense item, enter a
Description;
10. Select the
Expense Type from the selection pane on the right;
11. Enter the
Currency,
Rate,
Quantity,
Price, and
Tax Code;
12. Enter the appropriate GL information by selecting segment codes from the GL Search tool in the right pane after double-clicking the segment field;
13. To part-supply line items when matching a transaction to an existing expense:
· Activate the
Full Supply? flag for the line items to be matched, and de-activate the rest;
The sum total of these items must equal the transaction amount.
· For the rest of the items, de-activate the
Full Supply? flag and either change the
Quantity or
Price to "0".
14. Enter any additional items and their associated information by clicking
Add Item;
The
Add Item button will create a new expense item for the expense. Repeat steps 8 to 11 for each item.
15. Click
Submit to process the expense items.
The expense items that were flagged as
Full Supply? will be removed from the expense where they are matched to the transaction and processed to the next stage in the workflow.
Click
Save to save the expense without processing any items.
· A list of valid
Tax Codes will be displayed on the right side of the page. Simply click on the appropriate one to select.
· Use the GL Search tool. It is a simple way to enter valid GL information.
· To delete an expense item, activate the
Delete? flag to the right of the item line that you wish to delete. The deletion(s) will occur when
Save or
Submit is clicked.
When you unattach a transaction from an expense, the transaction line re-created will get the Expense Type, Tax Code and General Ledger Codes set according to the following scenarios:
| Scenario |
Expense Type |
Tax Code |
GL Codes |
| Multi-line expense first line relating to a non-breakdown expense type |
Blank |
Domestic default |
From first line of expense |
| Single-line expense first line relating to a non-breakdown expense type |
From Expense |
From expense |
From expense |
| Multi-line expense first line relating to a breakdown expense type |
Blank |
Domestic default |
From first line of breakdown GL |
| Single-line expense first line relating to a breakdown expense type |
Blank |
Domestic default |
From first line of breakdown GL |
