{"id":687,"date":"2016-09-21T15:18:43","date_gmt":"2016-09-21T03:18:29","guid":{"rendered":"http:\/\/help.psoda.com\/?page_id=687"},"modified":"2023-08-23T22:59:49","modified_gmt":"2023-08-23T22:59:49","slug":"a511","status":"publish","type":"page","link":"https:\/\/www.psoda.com\/help\/a511\/","title":{"rendered":"Add expense item form"},"content":{"rendered":"
This popup<\/a> form can be accessed via the \"Add<\/a>add menu in the top header area of the\u00a0selected\u00a0asset<\/a> view page (e.g. \"Contact<\/a>organisation<\/a>, \"Programme<\/a>programme<\/a>, \"Project<\/a>project<\/a> or \"Subproject<\/a>sub-project<\/a>), as shown in Figure 1. Alternatively you can access the \"Add<\/a>add popup form via the \"Actions<\/a>actions column menu of the Expenses<\/strong> tab at any of these view pages, as shown in Figure 2.\r\n

\"\"<\/a><\/p>\r\n

Fig 1 – Access via add menu<\/strong><\/p>\r\n

\u00a0\"\"<\/a><\/p>\r\n

\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0Fig 2 – Access via expenses tab\r\n<\/strong><\/p>\r\nThis popup is shown in Figure 3 and is used to add a new \"Expenses<\/a>expense item<\/a> for the selected asset.\r\n

\"\"<\/a><\/p>\r\n

Figure 3 – Add expense item form<\/strong><\/p>\r\nThis form has the following fields:\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n
Parent asset:<\/th>\r\nThis read-only field shows which organisation, programme, project or sub-project you are adding this expense item to.<\/td>\r\n<\/tr>\r\n
Reference*<\/em><\/sup>:<\/th>\r\nUse this field to enter a unique reference<\/a> for your expense item. If you enter a prefix and end it with one or more zeros, e.g. E_00, then you can click on the \"Reference<\/a>“Find next reference” button to search for the next available reference number with the same prefix and number of digits.<\/td>\r\n<\/tr>\r\n
Description:<\/th>\r\nEnter the description for this new expense item here.<\/td>\r\n<\/tr>\r\n
Date:<\/th>\r\nEnter the date for this expense using one of the supported date formats<\/a>, or by selecting the date using the\u00a0\"choose<\/a>calendar control<\/a> function.<\/td>\r\n<\/tr>\r\n
Paid on:<\/th>\r\nEnter the date that this expense was paid on using one of the supported date formats<\/a>, or by selecting the date using the \"choose<\/a>calendar control<\/a> function.<\/td>\r\n<\/tr>\r\n
Invoice number:<\/th>\r\nYou may use this field to enter an invoice number associated with this expense.<\/td>\r\n<\/tr>\r\n
PO number:<\/th>\r\nYou may use this field to enter a purchase order number associated with this expense.<\/td>\r\n<\/tr>\r\n
Vendor:<\/th>\r\nUse this drop-down list to select a \"vendor<\/a>vendor<\/a> associated with this expense.<\/td>\r\n<\/tr>\r\n
(New vendor name):<\/th>\r\nThis field will only be available if you have the right permissions and have selected “Add vendor” in the Vendor <\/strong>field above. Use this to enter the name for a new vendor to be added and associated with this expense. Leave this field blank if you do not want to associate a vendor with this expense.<\/td>\r\n<\/tr>\r\n
General ledger:<\/th>\r\nYou may use this field to enter a general ledger code to describe this expense.<\/td>\r\n<\/tr>\r\n
Job code:<\/th>\r\nYou may use this field to enter a job code for this expense.<\/td>\r\n<\/tr>\r\n
Tax included:<\/th>\r\nSelect this check box if sales tax (GST\/VAT) is included in the amount.<\/td>\r\n<\/tr>\r\n
Amount (including\/excluding) tax:<\/th>\r\nEnter the expense amount in this field.<\/td>\r\n<\/tr>\r\n
Tax percentage:<\/th>\r\nEnter the percentage of the expense item’s tax.<\/td>\r\n<\/tr>\r\n
Add more expense items:<\/th>\r\nSet this check box if you’d like to keep the form open and add more expense items.<\/td>\r\n<\/tr>\r\n<\/tbody>\r\n<\/table>\r\n*<\/em><\/sup>The reference, amount and tax percentage fields are mandatory, but all others are optional. The reference must be unique across the whole of the parent asset.\r\n\r\nOnce you are happy with your entries click the “Add expense item<\/strong>” button at the bottom of the form. This will add a new expense item with the details that you supplied.\r\n\r\nThe new expense item can be viewed in the Expense<\/strong>s<\/strong> tab at the parent asset’s view pages, as shown in Figure 3.\r\n\r\n\"\"<\/a>\r\n

\u00a0Figure 4 – View from expenses tab\r\n<\/strong><\/p>\r\nClick the “Cancel<\/strong>” button if you no longer want to add a new expense item.<\/div>\r\n

Related topics<\/h4>\r\n