Before paying an expense from the Purchase Order, you will need to create a GL Mapping.
Go to ADMINISTRATION -> FINANCIAL -> ACCOUNTING -> GL ACCOUNT
Here we will create a new GL Account.
In our example we will input the following info:
- Name: New Appliance
- Account Type: Expense
- Account Number: Fill in account number here (Example: 5000-8888)
Then SAVE.
Go to ADMINISTRATION -> GL ACCOUNT MAPPING
Select a new GL Account Mapping in EXPENSE tab
- GL Account: select the one just created : "5000-8888 New Appliance"
- Scope level: Default (across the organization)
- Vendor Service: Building/Appliances - New
- Vendor: no need to select an option here
The most important thing here is to select which work is done under a GL Account.
=> Now a new GL Account mapping is created.
Go to FINANCE -> PURCHASING -> PURCHASE ORDER
Here you will select the PO you have created previously.
Once you are inside the PO, select the line item.
Select the GL Account, we have just created. As an example, here it is 5000-8888 New Appliances. SAVE.
Go to ACTIONS -> SUBMIT.
=> The PO is submitted for the Vendor RBC (See screenshot example).
Go to FINANCE -> EXPENSES -> EXPENSES
Here we will create a new expense.
Select NEW EXPENSE
In this new expense, you will fill in the following info:
- Vendor: In our example, it is RBC.
- Orders: select the PO related.
- Expense ID: input a number ID
- Expense Date: Select the date
Select SAVE.
Now the line items are edited from the PO selected previously:
So far we have submitted the PO but we did not complete it (the work is not done yet).
Once the PO is completed, we will be able to send the invoice to the Vendor.
Go to FINANCE -> PURCHASING -> PURCHASE ORDERS
Select the PO concerned
Go to ACTIONS -> COMPLETE
Let's suppose the work is done, input the full amount.
If the work is not fully completed, you will not be able to send the expense!
Now that the work is completed, we are able to submit it.
Go back to FINANCE -> EXPENSES -> Select the Expense concerned (RBC)
Select ACTIONS -> SUBMIT
Now that the expense is created you can pay the Vendor. You will have to continue with Payment.
Go to FINANCE -> ACCOUNTING -> GENERAL JOURNAL-> Sort the ID -> Select the Expense concerned
Go to REPORTS -> INCOME STATEMENTS -> New Income Statement Report
Select the Building concerned in filter and click on GENERATE
Here the Expense is displayed.
FYI we see the Income from Tenants who are paying rent.
Now we need to do the Payment. We need to send money to the Vendor.
Our system does not have Electronic Payment capability at the moment for Vendors. Instead, to complete this transaction/payment you will need to select Cheque.
The Expense is now a Charge which needs to be paid.
Go to FINANCE -> ACCOUNTS PAYABLE -> PAY EXPENSES
Select the line and go to the button PAY EXPENSES
Here, the GL Payment Account concerns the AP selected on a Building level.
In our example, the Building B1, 707 Brand Rd, Mixed Residential has an AP (Account Payable).
This AP selects the bank account you are sending money to the Vendor.
Now let's go back to the PAYMENT
Go to FINANCE -> ACCOUNTS PAYABLE -> PAY EXPENSES
Select the line and go to the button PAY EXPENSES.
In Payment Type, select Cheque. Input the amount to pay and select Create PAYMENTS
Select the line and go to ACTIONS -> APPROVE
Now the payment is done.
Go to FINANCE -> EXPENSES -> EXPENSES
Select the one concerned
Go to PAYMENTS AND CREDITS tab
Here we can see the payment is Confirmed.
Go to FINANCE -> ACCOUNTING -> GENERAL JOURNAL
Now we can see the Payment has been done.
Select the line and click on Transaction Ref
Select PRINT CHEQUE
Now you can download the Cheque Printout and give to your Vendor.
Finally the last step is to Select ACTIONS -> COMPLETE.
Now the Expense is done. No one can modify it.
