Expense Codes

Create and maintain Accounts Payable expense codes. Expense codes analyse AP invoices and credits into expense dissections that are transferred to the GL account specified for each code. The Expense Codes list shows all codes; clicking a row opens the expense code detail with a Details tab and a Custom Fields tab.

Expense Codes List

The list displays expense codes with the following columns by default: Code, Name, Account Class, GST Code, GL Account Code, and Inactive. You can search by Code or Name.

List Selections

Expense Code

Filter the list to a range of expense codes. The lookup shows the code and its name.
Inactive

Filter by whether codes are marked inactive.

Actions

Details

Expense Code

The unique identifier for the expense code (up to 8 characters). This field can only be set when creating a new record; it cannot be changed afterwards.

Code 0000 is the default expense code and cannot be deleted.
Analysis Name

The name of the expense code. Prints on reports and appears in lookups. Required.
Inactive

Marks the expense code as inactive. Inactive codes cannot be used to post transactions and do not appear in lookups.

Account Details

Account Class

Controls whether GST is reported as GST on Purchases or GST on Sales. Defaults to Expense. Available values:

  • Expense - reports GST on Purchases. This is the typical debit class.
  • Asset - reports GST on Purchases. This is the typical debit class.
  • Capital - reports GST on Purchases.
  • Income - reports GST on Sales.
  • Liability - reports GST on Sales.

This does not need to match the account class of the GL account code. Required.
GST Type

Read-only.

Derived from the Account Class. Indicates whether the code reports GST on Sales or GST on Purchases.
GL Account Code

The GL account the analysed amounts are transferred to. The GL account is debited with the total for the expense code on each invoice and credited on each credit.
Friendly Account Code

Read-only.

A cross-reference to an alternative coding scheme (for example, accountant GL codes).
GST Code

The GST code associated with this expense code. It is used on AP invoices and credits when there is no GST override for the creditor. The codes available are governed by the company's tax setup. Required.
Analysis Filter

Determines where the expense code is available for selection:

  • Expense/Asset
  • General/All
  • Income/Liability
  • Not Available
JC Disbursement

When selected, the expense code is included as a Job Costing disbursement code, used to analyse disbursements added to job costing.

This field can only be set when the Job Costing module is available; otherwise it is read-only.
Branch

Optional branch override applied to a dissection when the expense code is selected on an AP invoice or AP credit. Shown for Saturn editions only.
Department

Optional department override applied to a dissection when the expense code is selected on an AP invoice or AP credit. Shown for Saturn editions only.

Balances

Current Period Balance

Read-only.

The period-to-date balance for the expense code.
Year To Date Balance

Read-only.

The year-to-date balance for the expense code.
Last Year Balance

Read-only.

The balance for the previous year for the expense code.
Note: A confirmation warning is shown when you set the Account Class to a value other than Expense, Asset, or Capital, since the account class normally is Expense or Asset.
Warning: The default expense code 0000 cannot be deleted. Deleting any other code requires the AP Expenses permission at Control level and is only permitted when the code is not in use. Creating or duplicating an expense code requires the AP Expenses permission at Write level.

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See Also