You can enter expense claims in the Sage 200 desktop, or in a browser using the Self ServiceSelf Service provides web access to Sage 200 data via workspaces, and to some features such as authorise purchase orders and enter and authorise timesheets and expense claims. application.
You can enter your expenses in a currency other than the base currency. These expenses can then be paid out in the local or base currency.
Each expense claim must be in a single currency.
You can pay the expenses via the cash book, a supplier account associated with your resource, or your Sage Payroll.
The expense claim is entered in the same way as any other expense. Select the relevant payment method and currency.
When paying by supplier account, the currency is automatically selected. See Create or edit a resource record.
The exchange rate on the expense claim is set the first time the expense claim is posted. It can be posted to Sage 200 Financials, Sage 200 Project Accounting, or Sage Payroll. The same exchange rate is used if the claim is then posted to other modules.
The exchange rate used depends on how the expense claim is paid.
You can pay your expense claim via a foreign currency supplier.
If you authorise your expense claims, you can change your exchange rate when the claim is authorised.
Select the claim and select Detail. The exchange rate displays in orange if it is different to the system exchange rate.
Once you authorise the expense claim, this is the exchange rate that is used when the claim is posted.
An expense claim of $400 is entered. The exchange rate at the time is $1.8 for every £1.
The claim is authorised but the exchange rate has changed to $1.9 for every £1. The exchange rate on the form appears in orange. The exchange rate on the claim is kept at $1.8 for every £1. The claim is authorised.
The claim is posted to the Sage 200 Financials. The system exchange rate is now $2 for every £1. The supplier invoice uses the exchange rate saved on the authorised claim; $1.8 for every £1, and posts as £222.22.
The claim is posted to Project Accounting. The system exchange rate has changed to $1.9 for every £1. The expense claim posts to Project Accounting using the same exchange rate as when it was first posted to Sage 200 Financials; $1.8 for every £1, and posts £222.22.
You can pay your expense claim via a currency bank account or a base bank account.
An expense claim of $400 is entered. The exchange rate at the time is $1.8 for every £1.
The claim is then authorised but the exchange rate has changed to $1.9 for every £1. The exchange rate on the form appears in orange. The claim is authorised.
The claim is posted to Sage 200 Financials. The system exchange rate is now $2 for every £1. The claim uses the system exchange rate of $2 for every £1 and posts at £200.
The claim is posted to the Project Accounting module. The system exchange rate has changed to $1.9 for every £1. The claims uses the same exchange rate as when it was posted to Sage 200 Financials; $2 for every £1, and posts at £200.
You can pay your expense claim via Sage Payroll.
An expense claim of $400 is entered. The exchange rate at the time is $1.8 for every £1.
The claim is then authorised but the exchange rate has changed to $1.9 for every £1. The exchange rate on the form appears in orange. The claim is authorised.
The claim is posted to Sage 200 Financials. The system exchange rate is now $2 for every £1. The claim uses the system exchange rate of $2 for every £1 and posts at £200.
The claim is posted to Sage Payroll. The system exchange rate has changed to $1.9 for every £1. The claims uses the same exchange rate as when it was posted to Sage 200 Financials; $2 for every £1, and posts at £200.
Open: Project Accounting > Enter Transactions > Enter Expense Claims.
You can add a new expense claim by: clicking in a blank space in the Expense Claim entries area; clicking Add; or, by pressing F6 to copy all the details from the above row to the current row and amending the copied details as required.
On each line:
Date |
Enter the date of the expense entry. |
Project Project Item
|
If you have chosen to post Expense Claims to, select the Project and the Project Item to record the expense against. |
Expense category Expense Item |
Select the Expense category if appropriate and the Expense Item. |
VAT Rate |
Amend the VAT Rate, if required. |
Units
|
If the item is unit based, enter the number of Units. |
Description
|
Enter a Description of the expense entry. |
Gross Amount
|
Enter the Gross Amount of the claim. The Net and VAT amounts are calculated and displayed. |
Receipt |
Specify whether you have a receipt. |
A summary of the expense claim with the claim reference number appears.
Depending on how you have set up Project Accounting, expense claims may need to be manually authorised and posted after they have been submitted.
If you have enabled expense claim authorisation, submitted expense claims will be marked with a Submitted status and must be authorised before they can be posted.
If you are not using authorisation, the expense claim will automatically be marked with an Authorised status and can then be posted.
If you have not enabled automatic posting for expense claims, the authorised expense claims must be manually posted to Financials or Project Accounting.
If you have enabled automatic posting of expense claims to Financials or Project Accounting, all Authorised expense claims will automatically be posted as appropriate. This is set in the Timesheet and Expense Claim Settings.