Purchasing Expenses - Documentation Acosys

Used By

purchasing, warehouse, or finance staff

Data Type

master

Search Keys

Code, Name

When to Use This Form

When a new type of purchasing expense needs to be selectable on transactions.
When a purchasing expense needs to be routed to a different account.
When an old expense name needs tidying so purchasing, warehouse, and finance use the same term.

Before You Start

Make sure the purchasing expense account has been created and suits the financial reporting needs.
Agree on the expense names so there are no two expenses with the same meaning.

Workflow

Open Procurement / Related Masters / Purchasing Expenses.
Enter an expense code and name that is easy to recognize.
Fill in the description if the expense name needs extra explanation.
Select the account that will receive the expense posting.
Save, then check the expense options on purchase transactions that use additional charges.

Key Fields

Field	Explanation for Users	Status
Code `id`	Expense code as a short identifier on transactions and reports.	Required
Name `name`	Expense name shown in transaction options and reports.	Required
Account `purchaseexpacc`	Account used to record the expense in the journal and financial reports.	Required
Last Modified `updatetimestamp`	The last time the expense master data was updated by the application.	Optional

Details and Relations

This form has no detail table. Its most important relation is the Account used for posting the expense.

What Happens After Saving

The expense can be selected on purchase transactions that support additional charges.
The selected account determines where the expense is recorded in the financial reports.
An expense name change is reflected in the entry options and reports that show that expense.

Common Problems

Expense does not appear on transactions: check the code, name, and user access rights.
Financial report posts to the wrong account: check the account on the expense master data.
Data cannot be saved: make sure the code, name, and account have been filled in.

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
Code `id`	Expense code as a short identifier on transactions and reports.	Required
Name `name`	Expense name shown in transaction options and reports.	Required
Description `description`	Additional remarks explaining how the expense is used.	Optional
Account `purchaseexpacc`	Account used to record the expense in the journal and financial reports.	Required
Created By `usercreate`	User who created the expense master data.	Optional
Modified By `useredit`	User who last modified the expense master data.	Optional
Last Modified `updatetimestamp`	The last time the expense master data was updated by the application.	Optional

User Checklist

Expense code and name are not duplicated. The expense account matches the financial reports. The description is clear enough for purchasing, warehouse, and finance. The expense is ready to be used on purchase transactions.

Menu Location

Procurement / Related Masters / Purchasing Expenses
/form/purchaseexpenses

Quick Add from the Search Field

If the icon + appears next to a search field, you can set up the purchasing expense account directly from this form without stopping the expense master setup.

Account

Available on the purchasing expense account field. If the freight, handling, or other purchasing expense account does not exist in the COA yet, click + to create it, then continue the same purchasing expense setup.