Adding a Ledger Account to Expense - Enter A/P Invoice

Vendor Expense

If ledger accounts were added to the Ledger tab in 'Add/Change Vendor', the descriptions will appear in the Vendor Expense drop down list box. If the ledger account the invoice is going to be expensed to is found on the list, select it. If the ledger account is not found, click Other Ledger Account.

Refer to 'Ledger tab' for information on assigning ledger accounts to a vendor.

Ledger#

The ledger number to expense the invoice to. The ledger number will automatically appear if a ledger account was selected in the Vendor Expense box. If Other Ledger Account was selected in the Vendor Expense box, either type the ledger number in the Ledger# box or press the F6 key on your keyboard in order to view the chart of accounts. Select the ledger number to expense or add one if necessary. If adding a new ledger number, refer to 'Chart of Accounts' for more information.

If the ledger number entered in the Ledger# box does not exist in the chart of accounts, the ledger number will appear in red and the description will read 'Not in chart of accounts'. You should press F6 on your keyboard while on the Ledger# box in order to select the applicable ledger number from the chart of accounts or add one if necessary.

Desc

The Description will automatically appear as the description of the ledger number selected in the Ledger# box. The description may be changed to reflect more accurately what was expensed to the ledger number selected.

Example: You are entering an invoice for a desk you purchased. You selected your ledger account for Capital Assets as the expensing account. You may want to change the description to Desk so you know exactly what was purchased when viewing an accounting report.

Amt

The amount to expense. The amount will automatically default to the amount left to expense. The amount may be changed if a lesser amount is being expensed to the ledger account selected.

Click the button to add the expense to the invoice. The ledger account will be added to the grid on the left side of the Expense tab. Continue expensing as necessary. Once the amount in the Total Left box is 0.00, the Save button will appear and you may click it in order to save the invoice.