Posting pending expenses to the sub-ledger

Use this page to define and post multiple expenses to sub-ledger by batch. Expenses are amounts spent for activities. They are either instructor payments (payroll) or other expenditures incurred for activities (for example: materials). You can generate reports for activity expenses.

 

Prerequisite: You must enable Allow Posting of Expenses to Sub-Ledger? on the Financial Configuration page (Expense Settings section).

 

Go to Front Desk > Financial > Expenses - Post.

Process and Modify Pending Expense Batch

To set up:

    1. Go to Administration > Financial Settings > Configuration to access the Financial Configuration page.

    2. Under the Expense Settings section, select Allow Posting of Expenses to Sub-Ledger?

    3. Select the Default Expense Account (Debit) from the predefined list.

    4. Select the Default Expense Clearing Account (Credit) from the predefined list.

    5. Click the calendar icon and select a date from the pop-up calendar.

    6. At the bottom of the page, click Save to save the record or Delete to delete the procedure.

To process:

    1. Go to Front Desk > Financial > Expenses Post to access the Expenses Post page.

    2. Under the Process Pending Expense Batch section, from the Site dropdown list, select the location where the GL account for pending expenses will be attached.

    3. Click the calendar icon and select a starting (Include Expenses Dated) and a Through date from the pop-up calendar.

    4. Enter a Description for the pending expenses batch.

To edit and approve:

    1. At the bottom of the Post Expenses to Sub-Ledger page, click Approve/Edit Pending Expenses to display the Review/Approve Pending Expenses page for G/L posting. On this page you can edit, approve, or delete pending expenses.

    2. To filter pending expenses by Expense Type, Site and Approval Status, select items from predefined lists.

    3. To view and edit details for a particular activity in the pending Expense list, click the Description Name link under the Description column. The Expense Details page appears in a new window.

    4. To approve pending expenses, click Approved in the left-most column next to each expense record.

    5. To exclude pending expenses, click Exclude in the right-most column next to each expense record, then click Remove All Excluded Items.

    6. At the bottom of the page, click Done.

To refresh, cancel or finish:

    1. At the bottom of the Post Expenses to Sub-Ledger page, click Refresh Pending Expenses to update pending expenses in the batch and pull all expenses within the specified date range into the batch.

    2. Click Cancel to end the transaction.

    3. Click Finish Batch.

Related topics

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