Code

A unique 8 character code used to identify the record. This field is shown as read-only and cannot be edited. You can setup Expense codes that are the same as GL Accounts. To amend Expense codes, use Navigator > Setup >Company > Utilities > Alias codes.

Expense code 0000 will appear for unspecified expenses. A Creditor's default Expense code can be entered against a Creditor's record.

Name

Prints on reports and shows in Lookups.

Class

Controls whether GST is reported as GST on Sales or Purchases. Defaults to Expense for GST on Purchases.

Select Expense (or Asset) for GST on Purchases.

Select Income (or Liability or Capital) for GST on Sales.

Note: This does not need to match the Account Class of the GL Account Code.

GST

The GST code associated with this Expense code. This GST code is used on AP Invoices and Credits if there is no GST override for the Creditor. New Expense codes added will use the default GST code unless overwritten. GST codes available are restricted by the GST code filter.

GL Account

The GL Account the analysis amounts are transferred to. The GL Account is debited with the total for the Expense code for each Invoice and Credited for each Credit. We recommend not entering a GL Account number for the unspecified expense dissection. Leaving the GL Account number blank forces you to check for unspecified expenses before you can transfer from AP to the GL.

Friendly Code

A code that provides a cross-reference to an alternative coding scheme (for example, accountant GL codes). Press Alt+F2 to print the Expense Summary report that shows the code.

Branch

Department

Optional. The Branch and Department override for an analysis line.

Applied to a dissection when the Expense code is selected on an AP Invoice or AP Credit transaction.

Note: This does not apply to AP Shipments or PO Orders. (Accredo Saturn Only)

Disbursement

(JC Installed)

Selected, the Expense Code will be included as a JC Disbursement Code.
These are used to analyse disbursements that are added to job costing.

Inactive

Codes can be made Inactive, you cannot post transactions for Inactive codes, and they do not appear in Lookups. To make a code Inactive, double-click the Inactive field for the AP Expense code.

Grid tab Balances

Period to Date, Year to Date and Last Year balances are shown in the grid for enquiry. They cannot be edited, the balances must be supported by accounting transactions.

Toolbar

Expand Toolbar (Alt+F9)

Expand the toolbar to give access to all toolbar options. Press Esc to close the expanded toolbar.

Insert (F4)

Insert new records and gives you access to the code field. Codes entered will sort alphabetically (or as specified if a sort has been added).

Delete (F3)

Delete unused Expense codes.

Open (F12)

Zooms to Form view. View the details. Expense codes can be inserted, edited, deleted and made Inactive.

Print (Ctrl+P)

Print a report of the information in the grid.

Filter / Sort List (Ctrl+F2)

Clear Filter / Sort (Ctrl+F3)

Apply or clear a Filter & Sort. The button changes to indicate if a filter and sort is applied.

Customise (Alt+F5)

Opens Customise Fields, you can customise the fields visible in the grid.

Refresh (F5)

Reload changes other Users may have made.

Customise Toolbar

Customise Toolbar or right-click in the toolbar below the buttons to access the Customise Toolbar Menu.