Expense / Bill / Miscellaneous

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To enter a miscellaneous expense, open the Documents and Accounting Window and select the Vendor Tab.

 

Select/Highlight the Vendor from whom you have received a bill.  You can add your Vendor if it is not already on the Vendor Tree by clicking the Vendor vendor button docs button.

Now click the Vendor Invoice vendor invoice button or Expense or Bill exp_bill button button.

 

Alternatively, you can right-click the Operating Expenses and Miscellaneous Bills folder docacct_operexpfolder beneath the Vendor and select New è Invoice/Bill from Vendor/Payee.

 

vendor invoice window - expense_example1

Expense: When the Expense type is selected, the following fields will appear.

 

Pay With: The Pay With selection allows you to choose your method of payment for the expense, either by check\wire transfer or a credit card.  Click on the arrow to select from the menu.  "A Check" will be the only selection that you can make unless you have defined a credit card in your Chart of Accounts.  For more information on defining credit cards in Design Manager, see Paying a Vendor with a Credit Card.

 

Vendor: This field displays the Vendor for which the Invoice is being generated.

 

Invoice Number (Invoice #): You must enter the invoice number that is printed on the vendor invoice that you are entering.  If you do not have an invoice number, you can place the date or a short description such as "Rent 10/2006" into the field.

 

Invoice Date (Inv. Date): You must enter the date printed on the invoice or bill.

 

Due Date:  This is the date that payment is due to the Vendor.  It may be filled in automatically if you have recorded a payment due days amount on the Vendor Window - Defaults Tab, but can be changed.

 

Transaction Description (Trans. Desc.): This is an optional field which allows you to enter a brief description of the Vendor Invoice transaction.

 

Operating Expense Grid: Entries on this grid can be added by clicking on the Add button to the right of the grid.  This grid allows you to apply the expense to the appropriate account or accounts in your general ledger.  You may apply the full payment to one account or split the payment among several different accounts.  For example, for a telephone bill you would use a Telephone Expense account.  The total amount of all the accounts entered onto this grid must match the amount of the bill.

 

Account Number (Acct. No.): This is the proper General Ledger Account number into which the expense will be recorded.

 

Account Name: This is the name of the Account into which the expense will be recorded.

 

Amount: This is the amount of the expense to be paid.

 

Project: If you are entering a reimbursable expense, the Project code to which the reimbursable will be billed will be displayed here.  For a full explanation on reimbursable expenses, see Paying a Bill or Entering a Miscellaneous Expense.

 

Description:  If you are entering a reimbursable expense, the description of  the Item that will be billed to the client will be displayed here.

 

Add: Clicking on the Add Button will open the Vendor Invoice Distribution Window where you can enter the account and an amount and designate if the expense will be a Project-related reimbursable.

 

Edit: Highlight an entry on the grid and click this button to change the information.

 

Delete: Highlight an entry on the grid and click this button to remove the entry.

 

Discount: The discount field shows any cost reduction offered from the Vendor for early payment, if available.  The discount will automatically be calculated if you have entered a discount percentage on the Vendor Window - Defaults Tab.

 

Days To Take: This is the number of days after you receive the Vendor Invoice that payment must be made in order to receive the discount from the Vendor (entered in the Discount field above).

 

Amount Due: The amount due is the total of the amounts from each of the expense distributions. This must match exactly the amount that you need to pay the Vendor for this Invoice.

 

Hand Check/Wire Transfer (Hand Check Wire Xfer): If you are going to use a hand written check, wire transfer, or debit card to pay this expense, click this button to open the Hand Check / Wire Transfer Window.  The Hand Check Window allows you to fill in a check/transfer number and date to record the payment in your checkbook.