Expense Journal - Documentation Acosys

Used By

accounting or finance staff

Data Type

transaction

Search Keys

Division

When to Use This Form

When finance records an expense that does not come from the purchasing module or another transaction.
When an expense payment needs to be linked to cash, bank, or a particular payment type.
When an operating expense needs a clear memo and expense account for reports.
When an expense correction needs to be recorded as a separate journal.

Before You Start

Make sure the division and payment type used are available and still active.
Prepare the expense receipt, expenditure memo, or internal document that is the basis of the journal.
Make sure the expense account and counter account have been decided before entry.

Workflow

Open Finance / Journals & Period / Expense Journal.
Fill in the division, invoice, date, time, payment type, and expense note.
Add Journal Entry lines according to the expense account and counter account used.
Check the journal amount and make sure the expenditure receipt matches the figures entered.
Save, then follow the validation message if an account or amount is not valid.

Key Fields

Field	Explanation for Users	Status
Division `division`	Division indicates the business unit that bears the expense.	Required
Invoice `jtid`	Invoice is the expense journal number.	Required
Date `jtdate`	Date determines the period in which the expense is recorded.	Required
Time `jttime`	Time helps distinguish expense journals made on the same date.	Required
Payment Type `paymenttype`	Payment Type shows the source of the expense payment, such as cash, bank, or another available method.	Required
Journal Entry `journalexpensedetail`	Journal Entry contains the expense account and counter account lines that go into the financial reports.	Required
Last Modified `updatetimestamp`	Last Modified is audit information filled in automatically by the application.	Optional

Details and Relations

Journal Entry needs to be checked line by line so the expense account, payment account, and journal amount are not wrong.

What Happens After Saving

The expense journal is saved as the basis for expense reports and expenditure review.
The expense account and payment account affect the financial reports.
If a required field, account, or amount is not valid, the application rejects the save and shows a validation message.
The payment type helps finance trace the cash or bank used.

Common Problems

Expense journal cannot be saved: check the division, invoice, date, payment type, and the Journal Entry lines.
Amount does not match the expense receipt: re-check the figures in the account details.
Expense report is wrong: make sure the selected expense account is correct.

Available Fields

The following list summarizes the fields available on the form. Rarely used fields are still listed so they are easy to look up during training or support.

Field	Explanation for Users	Status
Division `division`	Division indicates the business unit that bears the expense.	Required
Invoice `jtid`	Invoice is the expense journal number.	Required
Date `jtdate`	Date determines the period in which the expense is recorded.	Required
Time `jttime`	Time helps distinguish expense journals made on the same date.	Required
Approved `approved`	Approved shows the review status of the journal if the approval flow is used.	Optional
Printed `printed`	Printed shows the print status of the document.	Optional
Payment Type `paymenttype`	Payment Type shows the source of the expense payment.	Required
Note `memo`	Note is used for additional remarks so the reason for the entry or data change is easy to understand.	Optional
Change Note `memoedit`	Change Note is used for additional remarks so the reason for the entry or data change is easy to understand.	Optional
Journal Amount `journalvalue`	Journal Amount shows the total expense amount being recorded.	Optional
Journal Entry `journalexpensedetail`	Journal Entry contains the expense account and counter account lines that make up the journal.	Required
Created By `usercreate`	Created By is audit information filled in automatically by the application.	Optional
Modified By `useredit`	Modified By is audit information filled in automatically by the application.	Optional
Last Modified `updatetimestamp`	Last Modified is audit information filled in automatically by the application.	Optional

User Checklist

Division, invoice, date, time, and payment type are correct. Expense account, counter account, and journal amount have been checked. The memo and expense receipt are clear enough for audit. The effect of the expense journal on the financial reports is understood.

Menu Location

Finance / Journals & Period / Expense Journal
/form/journalexpense

Quick Add from the Search Field

If the icon + appears next to a search field, you can complete the expense journal accounts directly from this form without stopping the journal entry.

Account

Available on the account field in the expense journal lines. If the expense account or the journal counter account does not exist in the COA yet, click + to create it, then continue the same expense journal entry.