Expenditure

Use the Expenditure transactions screen to post expenditure transactions where no purchase order has been raised.
(If the goods or services have been the subject of a purchase order, they will already be committed against the relevant budget, so the expenditure will be generated in Arbor Finance when the purchase order is processed.)

Typically you might expect to use this screen to enter salary, utilities and petty cash transactions. See also New orders.

You can enter multiple expenditure lines from the same supplier in a single transaction if required. You can choose to post the transaction in a future period if required. You can also choose to batch the transaction so that the data can be entered without immediately updating the budget, bank account and analysis code records.

We recommend entering the Gross total before you add lines as this will prevent the page from closing without an 'Are you sure' message.

To post expenditure transactions

1. From the Transactions menu choose Expenditure. 
The Expenditure transactions screen is displayed, with the Expenditure tab selected by default.

2. Under Expenditure header, choose the Supplier for this transaction, by typing in their name or code.
You can enter the first few characters and use   to select the required account from the search results. You will be offered the option to add new supplier on the fly, by clicking Create New. (See also Income sources and suppliers.)

3. If applicable, specify the Alternative payee by entering their name or code, or using  to select from the list.

4. By default today's Date is displayed. If required you can edit this entry to apply a different date to the transaction.

5. By default this allocation will be posted in the current Period. If you want to choose a future period or to batch this transaction, click Options and then:

• If you want to post it in a future period in this current year or the next year, choose the Future period radio button. 
  This makes the Period field editable, and adds a Year field with the default value Current. 
  Enter the required Period and Year values for this transaction.
• If you want to batch this transaction, choose the Batch transaction radio button. This adds a Batch Reference field. 
  Enter a Batch Reference for this transaction if required.

6. Enter the Gross total for this transaction. 
If there will be multiple expenditure lines for this transaction, the gross total will be the sum of them.

7. A Reference of up to 10 characters for this transaction is required, e.g. a cheque or BACS number. This will be generated automatically by the system when the Create Cheque or BACS payment is selected from the drop-down, if not, enter the appropriate reference manually.
 If the Create Cheque or BACS Payment options are not available on the drop down, ensure that the relevant payment methods have been selected on the supplier record. See Income sources and suppliers

8. From the Bank account drop-down list, choose the account from which this expenditure will be debited.
If this expenditure would cause the selected account to become overdrawn, an orange warning message bar is displayed for a few seconds. Note: if the selected supplier has BACS set as a payment option and a school bank account is set as the BACS account (see Bank details) then the payment type and Bank account will automatically change to these settings.

9. Under Line details, enter a budget and other information for this expenditure entry:

• Enter the Analysis for this expenditure, by typing in the code.
  You can enter the first few characters and use the magnifying glass to select the required analysis from the search results.
• In the Detail field, enter a note about this expenditure line.
• Set the Budget Account for this expenditure, by typing in the budget code.
  You can enter a partial code and use the magnifying glass to select the required account from the search results.
• Enter the Gross amount for this expenditure, and choose the VAT code from the drop-down list.
  The VAT and Nett amounts are calculated automatically. If they are incorrect you can overtype either entry.
• Enter an Invoice no. if applicable, and choose an S16 option (No or Yes).
• To choose a Funding Stream for this expenditure if applicable, click the magnifying glass and choose from the drop-down list.
• To choose a Cost Centre for this expenditure if applicable, click the magnifying glass and choose from the drop-down list.

10. Click Save line to save the details entered in step 8. (If instead you want to cancel the entry, click Clear line.) 
The saved entry is now listed under Expenditure lines, where the £ Totals are updated.

11. If there is more expenditure to allocate for this transaction, repeat steps 8-9 as required.

12. You may need to make changes to an expenditure line that has already been saved - for example, to ensure that the sum of amounts in the expenditure lines equals the Gross total. If you need to do this:

A. Select the expenditure line that you want to change.

B. Under Line details, edit the data fields as required.

C. Click Save changes.

You can also delete an expenditure line by selecting it and clicking the Delete icon.

13. You can add files to this order by clicking the paperclip in the top right-hand corner of the order. This will open up a window where you can add files, including emails. Either drag and drop them onto the screen or use the Choose File option to browse to the file to attach. Click Close to finish.

14. When you have finished, and the sum of the line totals (including VAT if applicable) equals the Gross total, click Post.

15. If you chose to batch the expenditure transaction (see step 5) a confirmation pop-up is displayed; click Batch to confirm.

A green message bar confirms that the posting was successful. 

At any time you can view all the bank account balances, by clicking the green £ side tab at the right.
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