Add/Edit Expense/Receipt
An expense/receipt is how we record money going out of the bank or how we pay for things. The words "expense" and/or "receipt" may be used by themselves or together. Don't get too technical on the name... :) They both mean basically the same thing and denote some form of money going out. The system also used the abbreviation of "E/R" to mean an expense/receipt.

This is the add/edit page for the main expense/receipt information. Expense/Receipts are divided into three parts. The different parts are the main, the line items, and the payments. This page will look different depending on the page mode that it is in (add or edit mode). The page mode is determined by the word add or edit on the main submit button for the page or by what you see. The add mode will have options to add up to three line items and up to three payments (kinda a one-page add mode), while the edit mode will only show the main expense/receipt information.

Here are the basic fields and what they hold and do:

1. Expense/Receipt Number - This is an auto generated number that is controlled behind the scenes. It will be the value "new" in add mode and a real numeric value in the edit mode. This is the key control number for the expense/receipt.

2. Paid To - This is the vendor/payee name. If a mistake has been made, enter the correct vendor/payee id number or have an admin person help you. See the vendor/payee id field below for more info.

3. Vendor/Payee Id - This is the actual payee id number of the person or business that is getting paid. If available (in the edit mode), use the field to enter the correct id number of who is really getting paid. Most times the system will control this field and no additional changes are needed. However, if a change is needed, use this field to enter the correct vendor/payee id number. If no field options are available, contact a supervisor for help. There is also a link to look-up and change the vendor/payee id numbers. This link is only available if you have the add/edit vendor permission. A special history message will be recorded if the vendor/payee id number changes.

4. Expense/Receipt Date - This is the date that the expense or receipt took place. Use the m/d/yy format for the date. Think of this date as being the "book" date, start date, or primary expense date. Just for clarification, the verified date, not shown on this page, is when the bank finally acknowledges that the payments have hit the bank or financial institution. ** See note below.

5. Due Date - This is the date the bill or expense is due. This may be the same as the expense date for general use. If you wish to date bills and pay at different times, you may use the system to track the due dates. There are special fields (called a date switch) on the main expense/receipt homepage that allow you to search by due date. Use m/d/yy format.

6. Expense/Receipt Amount - Enter the total amount including any taxes. In the add mode, any changes to this amount will be cascaded down to the first line item and first payment amount. They may be altered if needed. In edit mode, any changes that you make will only affect the main. All line items and payments will remain as they are. Also, in the edit mode, you will be shown what the sum of the line items are. This value is there for your reference.

7. Privacy - The privacy switch allows expense/receipt numbers (amounts) to be hidden to non admin users. This helps comply with federal privacy policy and should be used for such expenses/receipts as payroll or other sensitive items. Checked means hide, unchecked means show (normal).

8. External Invoice Number - This is a value that is provided by an external or outside source. It may contain both alpha or numeric characters. It could be an invoice number, a statement number, a PO, a ticket, a contract number, etc. Some sort of external number that needs to be tracked. Max of 50 chars. This field is also searchable and allows for you to create a link between what your vendors are looking for (their numbers) and what you are looking for (the actual expense/receipt number).

9. Additional Vendor/Payee - This is an optional drop-down to help carry a second and/or additional vendor for the main Expense/Receipt. This could be a 3rd party, a second vendor for a credit card transaction, a distributor, or some other vendor/payee. This field is searchable but doesn't tie-in to payables. It is just an additional vendor/payee option. If used, it will show up on the expense/receipt. If not used, it will be left blank. Also, there is a way to limit the vendor/payee list. Use the link provided to get to the limit selection page. It is also important to note that the verbage "Additional Vendor/Payee" is a corp-wide setting and may be altered to fit your business needs.

10. Expense/Receipt Notes - Required field. Max of 65,000 chars and min of 3 chars. Let us know what the expense was for or where the receipt came from. These are general notes. Each line item will have their own notes for additional explanation.

11. Need Reimbursement - This checkbox allows you to flag a receipt for reimbursement. A reimbursement means that somebody else’s money was spent (not the companies) and we need to pay them back for it. If checked, the expense/receipt becomes part of what we call the "payables" or money owed to someone else. Leaving the box unchecked means that no reimbursement is needed. As a note, if the expense/receipt is marked as needs reimbursement, the system only allows full payback of one or more sub expense/receipts at a time. Meaning, if the original expense was for $20, you can't pay back just $10. It has to be for the full amount of the original. If you want to only pay part of the reimbursement at a time, you might like the payback options for "splits" better. See below to learn more about splits and payments on account. A split will still record the payables part, it just allows for payments to be split or divided when paying off the total. See below for more information.

If the page is in add mode, you will also have the option of adding up to three line items (what was it for?) and up to three payments (how did you pay for it?). At least one line item and one payment are required, but you may add as many as needed to record the details correctly. This is called a one-to-many relationship and helps you build an object that has depth and structure.

On the line items (in the add mode), you are allowed to skip this section if you know you need more room or need advanced features that are contained on the normal expense/receipt line item page. Some of the advanced options include a point and click interface for paying off outstanding PO's, a full list of expense types (that have not been shortened or truncated), a bigger line description field, or the ability to split amounts between locations. To skip the line item section, just clear all of the amount fields and the application will proceed as if nothing had been entered. The key is the line amount field, if numeric, validation will be run on the other fields for the line items. If left blank (the line amount fields), the application will skip the line item section. Then later on, to add an expense/receipt line item after the fact, you go to the edit line items page and use the form at the bottom of the page.

Here are the fields that are part of the expense/receipt line items form (once again, these fields will only show up in the add mode):

1. Line Amount - Enter the line amount. Depending on how many line items there will be, this value may be the total or just a part of the total value. Once again, leave these fields blank to skip.

2. Expense Type - This is the category to put the amount into. This is similar to a chart of accounts in traditional accounting. Another way to look at it is - What is this for? Or if you are thinking financials, where do I want this to show up?

3. Location - This allows you to record a line item specific to a location. If you have more than one location, there is also the ability to split up the ticket between different locations. Sometimes this is done for things like insurance or things that are bought as a group or for the whole company. When you assign a location, each line item with that location will play a part of the total money spent or used by that location. This ends up playing a roll in the income statement or P&L (profit and loss) if you have multiple locations.

4. Stock/Unit Tie-In - The default is 0 or no stock/unit tie-in needed. If needed, enter a stock/unit number that you want to create a tie between the stock/unit number and the expense. There are four sub choices for the stock/unit tie-ins. The first is a general tie-in and allows you to put in a stock/unit number but does nothing to the actual unit (just creates a clickable link). The second option is for applying the amount as an outside repair. An outside repairs is for parts and labor not done by your locations or corporation. An outside repair will add a new line item to the unit and will affect the unit basis. The third option is for applying the amount as part of a payment for the actual unit. This option goes against the base price of the unit and allows for partial payments if needed. The fourth option is for floorplan payments and does require a special floorplan permission. This allows a user to pay for items that are floored with a bank. As a side note, there are bulk stock/unit payment functions available from the payables homepage section. If you choose to use the current mode, each stock/unit must be entered manually. If bulk or multiple options are needed, we recommend that you use the payables options.

5. PO - The default is 0 or no PO tie-in needed. To create a tie-in to a PO, enter a PO or purchase order number. If a PO number is added, the system will record the tie-in and automatically apply a payment towards the PO number entered. This is how a PO gets marked paid. The whole process is automated and done behind the scenes. PO's listed here are internal to the system. Once entered, two things happen. One a new clickable link is created and two, a physical PO payment is added to the corresponding PO. As a note, if there are multiple PO's that need to be paid for at once, it may be better to skip the line item section and use the bulk pay for PO's tool from the edit line items page. To skip a line item, simply leave the amount blank. There are also bulk PO payment options from the payables homepage section.

6. Invoice - The default is 0 or no invoice tie-in needed. This invoice number is an internal tie-in between an expense/receipt and an invoice. If used, a clickable link is created to view the invoice details. The invoice must be internal to the system (created through the Adilas.biz shopping cart). No other changes are done to the actual invoice other than creating a link to it. Some common uses of this feature are paying commissions on specific invoices, refunding monies, or other special expense/receipt to invoice options. Basically, this is just a tie-in. Nothing else happens on the invoice side.

7. Line Description - Required field. Max of 65,000 chars and a min of 3 chars. Provide more details to help with the story of what was going on or any special notes.

If the page is in add mode, you will have additional payment options. There are no limits to the number of payments that may be applied to an expense/receipt. By default, there are only three payment options provided. If more are needed, they may be added from the payment section on the add/edit expense/receipt line items page. That page will allow for one payment to be applied at a time. At least one payment is required for the add process to work successfully.

Note for putting something "on account". If you are trying to record the expense/receipt but you don't want to pay for it right now, there is a small checkbox that will help automate the "on account" process. If checked, the payment amount will be switched to $0.00, the money type will be set to "on account", and the bank will be set to "no bank assigned". This is a valid entry and will automatically force the value of the main expense/receipt into the accounts payables section (what we still owe).

Inside of Adilas, we call items that are on account "splits". A split is an unpaid or partial paid expense/receipt. If paying for a single expense/receipt, we simply add a new payment to that expense/receipt and move on. No big deal. If we start paying for more than one sub expense/receipt with a single payment, we need to help split and satisfy the subs. This is where the terms splits really comes in to play. Basically, if we start paying for other smaller pieces, we have to create a relationship between what the master (bigger bulk payment) is and who the subs are (payments on account based on smaller unpaid expense/receipts).

Still dealing with "splits" or payments on account. A good way to think about this is; Say you are at a restaurant and you and your friends order lunch. The waitress puts each person's order on their own ticket. This is like creating little subs or smaller pieces that are owed. If they are left by themselves (the smaller tickets) each person would pay for his/her own meal. Pretty normal. Let's say that the boss shows up and decides to cover all of the meals. The waitress has to combine the smaller tickets so that the boss doesn't have to make tons of different payments (to satisfy the littler subs). In a way, splits are very similar. Basically, the master expense/receipt will need to be connected to other smaller sub expense/receipts so that only one payment is needed. The term splits deals with how Adilas virtually splits a bigger payment into smaller details to satisfy the smaller sub expense/receipts.

For your information, splits are automatically part of the payables homepage section. There are also bulk ways to make payments on splits or items on account. See the payables homepage section for more details.

Fields for the expense/receipt payments:

1. Amount - Enter how much was physically paid. If less than the full amount, that is ok. The system will do the math and show an outstanding balance (accounts payable). Use only numbers and/or decimals. Ex: 50.00.

2. Money Type - Choose a money type from the list provided. If you select check, the check number field will be required. As a note, whatever value is selected here will be stored and remembered to help you with your next expense/receipt transaction. There is also a personal setting that allows you to set this value to a pre-set value or default payment option.

3. Bank - Choose a bank from the list provided. This deals with where the money is coming out of in order to pay the expense. It is ok to use the option, "no bank assigned". That is a valid option if needed.

4. Payment Date - Enter the payment date. If this date is the same as the receipt date entered above, you may leave it blank and the application will use the receipt date as the default. If different than the receipt date, use the m/d/yy format for all dates.

5. Check Number - Required if money type is set to check. Max of 25 chars. This value is also searchable from the main quick search as another tie-in to the expense/receipt.

6. Transaction Number - Optional. This is a field that can hold up to 50 characters for EFT (electronic fund transfers) numbers, wires, or credit cart transaction numbers. This field is searchable and may be used to look up a transaction by its approval or transaction number.

7. Payment Notes - Optional. This field is set up for payment notes and has a max of 150 chars. If you are using the Adilas.biz check write system, the payment notes help control the memo field on the printed checks. The memo field will look first for a value in the payment notes, second in the external invoice number field, and third to see if the vendor/payee has an account number. Once in the check write application, the memo field may be hidden if needed. The information above just helps you know where the system looks for the memo info.

** As a special note... This deals with paying for a PO or stock/unit or a floored stock/unit. These are special line item options. The payments that get applied to the different pieces are a sub of the main expense/receipt. These sub tie-ins are tied at the hip with the main receipt date that is entered on the expense/receipt. What this means is say you paid for a PO on a certain date. That date will follow the PO payment around forever. If the date on the PO payment (or stock/unit payment for that matter) is wrong, the only way to fix it is by changing the main expense/receipt date. If I changed the main expense/receipt date to a different date, it would automatically change the underlying PO payment (or stock/unit payment) date to the new date. Long story, made short, if you want to change a PO or stock/unit payment date, you must change the main expense/receipt date to do so. The payment dates, by themselves, are uneditable. If a change is needed, the master or main expense/receipt date is the only way to make that change.