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Creating Expenses

There are two places where you can do this:

· The Create Expense button on the Home page;

· The Create Expense button on the Expense Search page.

To create an expense:

1. Select the Expense tab;

The Expense Search page appears.

2. Click New Expense;

The Create Expense page appears.

3. Select the appropriate Account Type from the drop-down list;

The drop-down list is limited to the Account types assigned to the Account Holder.

4. Activate the Tax Receipt? flag if required;

5. Select a Merchant from the search tool on the right;

6. Enter the Purchase Date using the date search tool on the right;

7. Select an Expense Group from the list on the right or enter it directly;

8. Enter the Purpose for the expense;

9. Enter a meaningful Description for the expense item being added;

10. Select the appropriate Expense Type from the selection pane on the right;

11. Based on the Expense Type chosen, select the Currency from the Currency search tool on the right;

Based on the Currency selected, the Rate will be shown.

12. Enter the Quantity and Price of the item purchased;

13. Select the appropriate Tax Code;

14. Enter the Invoice No;

15. Double-click in each GL segment field and select the appropriate segment code from the search window on the right;

Tips:

· Select a GL code from your list of personal General Ledger codes by clicking Personal GL Codes on the right.

· You can enter directly the General Ledger code for the goods or service purchased.

Repeat for each segment field required.

16. Enter any additional items and their associated information by clicking Add Item;

Clicking the Add Item button will create a new expense item for the receipt. Repeat steps 9 to 15 for each item.

17. Click Save to save the expense without processing any items;

18. Click Submit to process the expense.

Tips:

· Merchant can be entered in either one of three ways. They may be typed in directly, the pre-defined merchant vendor (right side of the page) can be searched, or a merchant may be selected from a list of recently used merchants.

· If a merchant has been previously used by you, ProMaster will display the descriptions that have been previously entered for the selected merchant. Simply click on the appropriate one.

· 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.

Inlogik Pty Limited