Expense Approval

WAP Expense Approval

When the Expenses button is selected from the left hand menu bar the Expenses home page is displayed. The default display is the existing Expenses search page with quick links.

WAP Expenses Home

Summary of the Expense Approval module

The Expense Approval module of the WAP system is designed to allow users of the system to enter and approve Expense Items and mileage claims.

Each user is configured to a designated purchase ledger account in each associated company that they may make a claim from. Approved expenses are posted to the purchase ledger account.

One benefit of using the purchase ledger for expenses is that VAT handing is covered as part of the invoice processing, without any additional journals, if VAT is relevant to an invoice claim being processed through this module.

For Sage 200 it is recommended that you setup a new payment group for expense type purchase ledger accounts. All the associated expense accounts can be put in this group so that all expenses can be paid in one purchase ledger payment run. These can be linked to cheque or BACS payment methods.

For Document Management users:

Reciepts can be scanned and attached to the expense claim. These attachments will be filed within your document management solution from Sicon when the expense is approved and posted to Sage 200.

Multi-Currency

The WAP Expense Approval support the currencyof the employees supplier account only. Future releases will support processing of expenses in other currencies with conversion based on the system exchange rates.

Purchase Ledger Account Links

When setting up each user you will specify which Sage companies they will have access to. Within each company they may be able to make an expense claim and will require a purchase ledger account configured.

Once the purchase ledger accounts are setup in Sage they can be selected from the Milesage & Expenses tab under the database access option within the users menu.

In addition to the Purchase Ledger expense account you will need to configure a nominal account for the mileage claim costs to be posted to.

WAP Expense PL Setup

Mileage claims

Within the settings you can configure the vehice types and mileage rates that are paid by each company.

Users can then be configured for the type of private or company car that they have and the setting for that vehicle will be applied when processing the mileage claims.

WAP User Expense Setup

Setting up the vehicles

Within the Expenses menu you will find a menu option for Fuel Rates.

WAP Expense Fuel Setup 1

You can add as many company car and private car types as you need to cover all the variations of vehicle and employee that you have. Each fuel rate can be configured as shown below to cover the amount of money paid for each mile that is claimed by the employees.

WAP Expense Fuel Setup 2

The fuel rates currently support the 10,000 mile threshold for private vehicles where the mileage rate paid to the employees changes once the threshold is reached.

Software

Hardware & Networks

Sicon Products

Sage Awards - 2009