You capture expenses incurred when you have paid for something that is not stock related. When capturing expenses incurred an SRV is generated, that is a supplier invoice that that doesn't involve stock.
This can be done in two ways:
- Recording expenses incurred without a purchase order
- Recording expenses incurred with a purchase order
Recording expenses incurred without a purchase order
Watch this video to see how to capture expenses incurred without a purchase order or follow the steps below it.
Navigate to the correct window
- Navigate to Creditors / Expenses Incurred.
Enter the SRV details
- Enter (or select) the creditor account number in the Account text box.
- Enter the date of the SRV in the Date text box.
- Select the appropriate period from the Period dropdown list.
- Enter the creditor’s postal code in the Code text box, if required.
Select the required SRV options
- Select the appropriate creditor transaction option from the Creditor Transaction Option group.
- Select the appropriate transaction reference option from the Transaction Reference Option group.
The Creditor Transaction Options affect how the SRV transactions are reflected in the creditor ledger.
Transaction/Line:
This option will result in each line item on the SRV being reflected as its own line in the creditor ledger.
Single transaction:
This option will result in the total SRV being reflected as one line in the creditor ledger.
The Transaction Reference Options affect how the SRV transactions are reflected in the general ledger.
Creditor Name:
This option will result in the creditor’s name being used as the reference for the SRV line in the general ledger.
Line Description:
This option will result in the SRV line description being used as the reference for the SRV line in the general ledger.
Transaction/Line:
This option will result in each line item on the SRV being reflected as its own line in the creditor ledger.
Single transaction:
This option will result in the total SRV being reflected as one line in the creditor ledger.
The Transaction Reference Options affect how the SRV transactions are reflected in the general ledger.
Creditor Name:
This option will result in the creditor’s name being used as the reference for the SRV line in the general ledger.
Line Description:
This option will result in the SRV line description being used as the reference for the SRV line in the general ledger.
Enter the SRV line items
- Enter (or select) the ledger account number in the ACCOUNT column.
- Change the description in the DESCRIPTION text box, if required.
- Enter the supplier invoice number in the SUPPL INV column, if required.
- Enter a project number in the PROJECT NO column, if required.
- Enter a department code in the DEPT column if required.
- Enter the amount excluding tax in the TOTAL EXCL column.
- Enter (or select) the appropriate tax code in the CODE column, if required.
Generate the SRV
- Click the Accept button.
- Specify the print options and click the OK button, or click the Cancel button to close the window without printing.
Recording expenses incurred with a purchase order
Watch this video to see how to capture expenses incurred with a purchase order or follow the steps below it.
Navigate to the correct window
- Navigate to Creditors / Expenses Incurred.
Enter the SRV details
- Enter (or select) the purchase order number in the Order Number text box.
- Enter the date of the SRV in the Date text box.
- Select the appropriate period from the Period dropdown list.
- Enter the creditor’s postal code in the Code text box, if required.
Select the required SRV options
- Select the appropriate creditor transaction option from the Creditor Transaction Option group.
- Select the appropriate transaction reference option from the Transaction Reference Option group.
The Creditor Transaction Options affect how the SRV transactions are reflected in the creditor ledger.
Transaction/Line:
This option will result in each line item on the SRV being reflected as its own line in the creditor ledger.
Single transaction:
This option will result in the total SRV being reflected as one line in the creditor ledger.
The Transaction Reference Options affect how the SRV transactions are reflected in the general ledger.
Creditor Name:
This option will result in the creditor’s name being used as the reference for the SRV line in the general ledger.
Line Description:
This option will result in the SRV line description being used as the reference for the SRV line in the general ledger.
Transaction/Line:
This option will result in each line item on the SRV being reflected as its own line in the creditor ledger.
Single transaction:
This option will result in the total SRV being reflected as one line in the creditor ledger.
The Transaction Reference Options affect how the SRV transactions are reflected in the general ledger.
Creditor Name:
This option will result in the creditor’s name being used as the reference for the SRV line in the general ledger.
Line Description:
This option will result in the SRV line description being used as the reference for the SRV line in the general ledger.
Make any required changes to the line items
- Make any changes to the line items, like changing the description in the DESCRIPTION column, if required.
Generate the SRV
- Click the Accept button.
- Specify the print options and click the OK button, or click the Cancel button to close the window without printing.