Post expense claims to Financials

You can post expense claims to the Nominal Ledger manually using the post expense claims routine, or set up the system to automatically post all expense claims.

Outcomes

The following transactions are generated according to the payment method selected (by the user who submitted the expense claim).

If the payment is made using the cashbook, a credit entry is made to the nominal account associated with the bank account. A debit entry is made to the nominal account associated with the project item or expense item.
If the payment is made using a supplier account, an invoice is raised on the supplier's account. When the payment is made, a credit entry is made to the purchase account, and a debit entry is made to the nominal account associated with the project item, or to the nominal account associated with the expense item.
If the payment is made via Payroll, a credit entry is made to the Payroll expense Nominal Ledger control account set in the Timesheet and Expense Claim settings. A debit entry is made to the nominal account associated with the project item, or to the nominal account associated with the expense item.

Note: The nominal account associated with the project item is set on the item's Costs & Charges tab in the project structure.
If there is a VAT element to the transaction, the VAT value of the transaction will be entered as a debit on the appropriate nominal account.
If WIP is in use and enabled for the project, cost postings are made to the WIP account. Any uplift is also posted to the WIP code. The WIP value will show the full value of the cost including uplift. If WIP is not in use or not enabled for the project, the postings will go to the default nominal Expense code on the project item.
See how the WIP account is derived
- If Use Specified is selected on the cost item linked to the project item in the posting, the WIP account is the WIP code with the specified cost centre and department.
- If not, then if Split postings between cost centres for balance sheet accounts is selected on the company's System Settings | Operational tab in Accounting System Manager, the WIP account is the project item WIP code and the cost centre and department from the parent project.
- If Split postings is not selected, the WIP account comes from the project item WIP account and the cost centre and department are blank.

Note:

If you have chosen not to post expense claims to Project Accounting, the debit entry of expense claim transactions is posted to the nominal account specified on the expense item. This entry is posted to the cost centre and department associated with the resource when:

You have specified a Cost Centre and Department in the resource record.
You have chosen to split your balance sheet posting by cost centres and department in the Transaction settings in Accounting System Manager.

To post expense claims to Financials

Open: Project Accounting > Utilities > Import and Export > Post Expense Claims to Financials.

To filter the expense claims displayed:
- To display expense claims for a particular user, select Show expense claims for resource and select the user from the list.
- To display expense claims from all users, select Show expense claims for all resources.
- To display expense claims by date, select Range of expense claims and the week to display, then click Display.
  Note: You can also sort the expense claims in the list by clicking on the column headings, e.g. clicking on Date will sort the list in ascending or descending date order.
Select the expense claims to post to Financials.

Tip: To select multiple items, use the Ctrl key to pick individual items, or hold down the Shift key to select a block of items.
To post the selected expense claims, click Post.