Expenses are payments you make that come out of or are deducted from your your bank account.

To enter a new expense

Office > Expenses

  1. Select New.

    A screen similar to the one below will display.

  2. Complete the entry as applicable.
  3. Select OK to save.
  4. The screen will clear.  Continue entering further expenses as required.
  5. Select Cancel to exit.

Bank Account

The default bank account for the User is selected.
Select a different bank account if required.

Date

Enter the date for the expense. 
For a direct debit this will be the date the payment it is debited from the bank account.
For a cheque, this will be the date it is written out, unless it is post date

Payment Type

Select the correct Payment Type from the list.

  • Cheque
  • Direct Debit
  • EFTPOS

Cheque No.

If Cheque is selected as the payment type, this field will display.  The number will default to the last cheque number entered incremented by one.  Accept or alter if incorrect.

Amount

Enter the total amount paid (that will appear on your bank statement).

Paid To

Enter who the payment was made to (eg Vodafone) in the Paid to field. Either select from the list or type the recipient, adding the item to the list if you will require it again.

Expense Account Heading

Press F8 to get a list of account codes.

Select the relevant code.

Particulars

Completed automatically from the secondary heading for the Expense Account Code.

Description

Type additional information if required.

Tax %

The Taxable percentage will be completed automatically from the Expense Account Code selected.

You cannot change this percentage here.

Amount

This will default to either the amount of the payment or the balance left to allocate.

Change the amount if necessary.

GST

If the Expense code is set to be GST applicable, the GST content is calculated and will display.

You cannot alter the GST amount here,

Selection of Expense Account Codes

All expenses are allocated to one or more expense account codes.  F8 is used to access these.

Add GST

If the amount you are entering for an expense item is exclusive of GST (for instance if you are analyzing items off a statement with a single total for GST at the bottom), by selecting the Add GST button, GST will be added to the amount that you have entered. However you must type the amount and press 'Enter', then bring the cursor back to the amount column for this to work.

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