{"id":689,"date":"2016-09-21T15:40:43","date_gmt":"2016-09-21T03:40:12","guid":{"rendered":"http:\/\/help.psoda.com\/?page_id=689"},"modified":"2023-08-23T23:00:40","modified_gmt":"2023-08-23T23:00:40","slug":"a512","status":"publish","type":"page","link":"https:\/\/www.psoda.com\/help\/a512\/","title":{"rendered":"Edit expense item form"},"content":{"rendered":"
This popup<\/a> form can be accessed via the \"Edit<\/a>edit button in the top header area of the expense item view page, as shown in Figure 1. Alternatively you can access the \"Edit<\/a>edit popup form via the \"Actions<\/a>actions column menu of the Expenses<\/strong> tab at any of the parent asset view pages (e.g. \"Contact<\/a>organisation, \"Programme<\/a>programme or \"Project<\/a>project), as shown in Figure 2.\r\n

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Fig 1 – Access via edit button<\/strong><\/p>\r\n

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\u00a0Fig 2 – Access via expenses tab\r\n<\/strong><\/p>\r\nThis popup is shown in Figure 3 and is used to edit an existing expense item<\/a>.\r\n

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Figure 3 – Edit 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\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 edit the unique reference 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. NOTE: This reference must stay unique within the parent asset.<\/td>\r\n<\/tr>\r\n
Description:<\/th>\r\nEnter or edit the description for this expense item here.<\/td>\r\n<\/tr>\r\n
Date:<\/th>\r\nEnter or edit the date for this expense using one of the supported date formats<\/a>, or by selecting the date using the calendar control function.<\/td>\r\n<\/tr>\r\n
Paid on:<\/th>\r\nEnter or edit the date that this expense was paid on using one of the supported date formats<\/a>, or by selecting the date using the calendar control function.<\/td>\r\n<\/tr>\r\n
Invoice number:<\/th>\r\nYou may use this field to enter or edit the invoice number associated with this expense.<\/td>\r\n<\/tr>\r\n
PO number:<\/th>\r\nYou may use this field to enter or edit the purchase order number associated with this expense.<\/td>\r\n<\/tr>\r\n
Vendor:<\/th>\r\nUse this drop-down list to select or change the vendor 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 or edit the general ledger code to describe this expense.<\/td>\r\n<\/tr>\r\n
Job code:<\/th>\r\nYou may use this field to enter or edit the 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 or edit the expense amount in this field.<\/td>\r\n<\/tr>\r\n
Tax percentage:<\/th>\r\nEnter or edit the percentage of the expense item’s tax.<\/td>\r\n<\/tr>\r\n
Budget item:<\/th>\r\nThis field will only be displayed if there are any budget items for the associated project or sub-project. You may use this drop-down list to select or change the budget item to be associated this expense item. If you select a budget item for this expense then the expense amount will be added to the budget item’s actual expenditure.<\/td>\r\n<\/tr>\r\n
Approved:<\/th>\r\nSelect this check box if you wish to set this expense item to have been approved.<\/td>\r\n<\/tr>\r\n
Archived:<\/th>\r\nSelect this check box if you would like to archive this expense item.<\/td>\r\n<\/tr>\r\n<\/tbody>\r\n<\/table>\r\n*The reference, amount and tax percentage fields are mandatory, but all others are optional.\r\n\r\nOnce you are happy with your entries click the “Update expense item<\/strong>” button at the bottom of the form. This will update the expense item with the details that you supplied.\r\n\r\nClick the “Cancel<\/strong>” button if you no longer want to update the expense item.<\/div>\r\n

Related topics<\/h4>\r\n