Expense Allocations
This facility allows you to allocate the invoice (for supplier transaction entries and purchases) or the payment (for cash book entries) to a series of expense accounts or if you are using the general ledger, to one or more general ledger chart codes.
Days To Disperse
If you are NOT using the general ledger you will be prompted for the days to disperse. The default setting is 1. You may increase this number if you want CAPITAL's reporting system to spread this particular expense over a longer period of time.
For example, if you wanted the expense of purchasing a motor vehicle spread over the next 12 months in your reporting, in order to give a fairer picture of your operating costs, you would enter 365. The cost of the purchase will be spread out evenly over the specified period. This is also useful when paying quarterly, half-yearly, etc., rates and charges.
Entering Expense or General Ledger Account Codes
T
Enter either D for direct expense entry, or T for text/comment line here. The default entry is D (direct expense) if you do not enter anything.
Expense
To list your expense codes place the focus cursor under the Expense column and type in the account code or press to view available codes. CAPITAL comes supplied with a standard list of expense or general ledger codes if you have not defined your own.
Description
If you have entered an expense code, the expense code description will automatically appear here. You can look-up an expense by searching on the description by moving your focus cursor under this column and pressing
If you are entering a text/comment line, enter your text/comments here.
Depart
If you are running multi-departments you will also be prompted to enter a department code.
Amount
Under the Amount column place the amount or portion of the transaction or payment to allocate against the expense code. Enter the amount as a positive number to increase the account balance and as a negative number to decrease it. CAPITAL will not let you enter an amount against a text/comment line.
If binoculars 
appear on the column heading you can click on it with the mouse to access a search function for the entries
in that column.
If binoculars
appear on the column heading you can press
to access a search function for the entries in that column.
In
many cases only one expense code and/or department is applicable per invoice. However, CAPITAL will permit
you to divide a single transaction into multiple expense categories. This is particularly useful when
you wish to allocate petty cash expenses, etc.
If
GST or tax is applicable, CAPITAL may automatically assign that value to your tax clearing account.
The
balance must be zero (the invoice amount fully allocated to expenses) before your transaction can be completed
if you are using CAPITAL GL Contoller, the CAPITAL general ledger. If you are not using CAPITAL GL Controller,
the expense allocation does not have to balance, but obviously, you will not be allowed to allocate more
than the total value of the transaction.
Allocation Commands
Find
Press to locate an expense or general ledger code.
Insert
Press to insert a new blank line at the current row position.
Delete
Press to delete a line at the current row position.
Total
Press to save your allocations.
Expense Short-Cuts
Expense Short-Cuts allow you to replace expense and chart of account codes with alternate, usually more descriptive, codes. For example, a difficult to remember code such as "20315" could be accessed by typing "VEHICLE" instead. Each Short-Cut code can also consist of up to 4000 expense or chart of account codes. So Short-Cut codes can be used to enter multiple codes very quickly. For information on setting up and using Short-Cuts consult the topic: Cash Management Short-Cuts.
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Related Topics:
Purchase Order & Stock Receipt Options
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