Enter Staff Expenses

To pay staff expenses, the details must be entered using the Staff Expenses document.

  1. Go to Documents, then select Document Input....

  2. On Document Input, select: 

    1. Select the Staff Expenses (XXSE) Document Type.
    2. Choose the required Input Form: 
      • Purchase Expense — No authorisation required
      • Purchase Expense to Authorise — Expenses document must be approved before payment

    3. The Document Date and Document Period default to today's date and the current accounting period. The date must be the same date as the date of the transaction. To change the details:

      • For Document Date — Enter the date or select it from the calendar.
      • For Period Date — Select ?, then double-click the required period.

    4. To display the document input form, select OK.

  3. To select the Account the payments relate to, double-click, then on the required account.

  4. The Document Date defaults to the date entered on Document Input. The date must be the same date as the date of the transaction. To change the date, enter the date or select it from the calendar.

  5. Enter a Description for all the transactions the document relates to.

  6. Enter the total value of the transactions in Document Control (do not enter any currency symbols, such as, £, $.).

  7. If using an authorisation version, double-click in Authoriser, then double-click the required authorisers details.

  8. To enter the nominal the transaction must be posted to, double-click in Nominal, then double-click to select the nominal.

  9. To enter the account the transaction must be posted to, double-click in Account, then double-click to select the account.

  10. Enter the total amount for the payment excluding VAT in Net Value (do not enter any currency symbols, such as, £, $.). The Gross value automatically calculates when the VAT Code is entered.

  11. To automatically calculate the VAT Amount total, double-click in VAT Code, then double-click the required VAT rate.

  12. Enter a Description for the transaction.

    To enter a more detailed description:

    1. Press and hold Ctrl + F8.
    2. Enter the details.
    3. To add the date an time, select Date Stamp.
    4. To save, select OK.

  13. To add more transactions or balancing values, a row must be added for each one. Select the blank column at the end of the completed row, then press Tab or select INSERT ROW.

  14. To post the document, select POST.