Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Expense Journal preparation options.
Before we begin, let us understand about the need of Expense Journal Entry and the relevance of this particular activity.
Sometimes you take some services from service providers and you need to account for bills raised by them in your books of accounts. You can enter such bills through this module instead of adjusting them through a regular purchase bill or adjustment journal. This bill is just like a purchase bill with a difference that here you need not to enter the item details. You can take input credit of your indirect taxes paid on these services.
You can create an Expense Journal under Finance Module of AlignBooks.
The key functions of Expense Journal Module are:
Creation of a New Expense Journal,
Modification of an existing Expense Journal;
Deletion of an existing Expense Journal.
Configuration
AlignBooks provide you the facility to configure your Expense Journal documents with respect to choice of linking with parent document, choice of maintaining multiple series of documents, choice of sending Email and SMS on creation/edit/approval of the document and for Approval System setting etc.
Let’s now understand how to create a New Expense Journal in simple steps
You have three ways to prepare an Expense Journal;
Enter fresh data for the first time;
Open an existing document and use the “Copy” feature of AlignBooks to make the necessary changes. This will save your time and efforts;
If you have data in an Excel Format, Import data and make the required changes.
Let’s enter the fresh set of data for the first time;
Location / Branch
Under this field, You can select the location, if you are handling Multi Locations. System will ask for this information only if you have configured Multi Locations - "ON” under General Setup and System will fill the default Location if you have configured the Default Location under Data Access Rights.
If your desired Location does not exist in the menu, you can create a New Location by clicking on option within the dropdown menu. You can also Edit or Delete a Location from Here. Select a Location to be edited / deleted and then click on . The Location will be opened in Edit mode and you can edit it and save by click on . You can delete it by click on .
If you are want to classify your document in different categories,select the applicable category from the drop down menu. For Example if you want to maintain brand wise classification of Invoices you can create brand names in category.
: Enter the date which you wish to reflect in the document. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function
: System will generate voucher number based on the Voucher Numbering configuration, if you have opted to maintain "auto prefix” and “auto numbering”.
Prefix : While configuring your document, if you have opted to “maintain manual prefix”, select a prefix from the drop down list. If the required prefix does not exist in the list, you are able to create a new one by clicking on Icon or option within the dropdown menu and input a name. This field will not be available if you have opted "Not required".
Number: While configuring your document, if you have opted to “maintain manual numbering”, enter a document number here.
: Here you may enter the reference document’s date. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function.
If you are preparing voucher in a foreign currency, select a Currency from the drop down menu.
This field is available only if you have configured Multi Currency : "ON” in General Setup. If your desired currency does not exist in the menu, you can add a new currency by clicking on Icon or option within the dropdown menu.
Under this field, System will automatically get the conversion rate from currency master, if already created by you. If you wish to change the currency conversion rate for this particular document, you can do the same here.
So far we have entered the relevant details to clearly identify the Expenses Journal. We will now enter the specific ledger details to generate a Expenses Journal;
: Click here to add a Row to the table.
: Click here to delete a row from the table.
Ledger : Select a Ledger from the drop down list. Click on to add a new Ledger.
Party : If ledger selected by you is Customer / vendor control ledger, select a customer/vendor from the drop down menu.
Debit/Credit : Select from drop down Dr. or Cr. i.e. the selected ledger is to be debited or credited. The counter effect will automatically be given to Cash/Bank ledger selected above.
Amount : Enter the amount to be Debited / Credited. If the payment is received / made in foreign currency , enter the amount in that currency only without converting it in local currency. For example if you have paid $ 41625, you should enter 41625.
Amount : Here is displayed the amount converted into Local currency. System will calculate the Amount in LC automatically i.e. with the Amount in FC x conversion rate.
Remark : If you wish to put any remark against this transaction, enter here.
Bank Ref : Enter the issuing party bank reference, if applicable.
Cheque No. : Enter the cheque No., if applicable
Cheque Date : Enter the cheque Date, if applicable
Beneficiary : Enter the beneficiary name, if applicable.
Attribute : These fields are available only if you have selected to use attributes in General Ledgers (Finance Attributes).
The field will be active only if a attribute is linked with the ledger selected by you.
: System will open a new Input Panel to enter the details like Debit/Credit, Amount, remarks and Attribute and tender details etc., the input of all fields will be transferred to Item Grid Table. You can also click on the Icon to open the Input Panel, This Input Panel feature helps to reduce the unnecessary scrolling in Item Grid to input detail of the mentioned fields. Click here Input Panel - Attribute to know more about this utility.
If selected Ledger is grouped Under "Non-Current Investments" , System will open a new Input Panel to enter the details of Investment like Type of securities with their quantity. You can select the investment ledger/master along with financial values and quantities in separate fields. You can also click on the Icon to open the Input Panel, Click here Input Panel - Investment to know more about this utility.
You can add a new Investment Master by clicking on Icon or option within the dropdown menu.
: Here you may upload any supporting documents, which can be used for the future reference. For example, you may scan and attach a copy of Expense Journal. You can browse the location to attach the same. Click on “X” to remove the attachment.
This section is available only if you have kept TDS applicable : “ON”, in Finance Setup. the section will be inactive.
TDS Section
: System will trace and auto fill the TDS Section under which TDS is required to be deducted automatically from the Vendor master. You can make changes if you wish to.
: System will fill the ledger from the Default Ledger mapped for TDS in Finance Setup. If you want to change then select a GL from the dropdown in which TDS so deducted shall be credited.
: AlignBooks has inbuilt the Rate of TDS prescribed under various sections of the Income Tax Act and based on the Section selected by you, the system will automatically pick the TDS rate prescribed under that section.
You have completed creation of New Expense Journal.
Clear Detail
: Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data.
: Click on this Button, If you want to send a Email (with Attachment). Click on beside Mail and click on Email Link (Email with Link included for Document Print) or click SMS.
: Click here to know the History of the Document for date and time of creation / modification / delete / cancel / restore. This button will be active only when document is open an existing document and when Manage Document History : “ON” in General Setup.
: Click on this button to Import Data and select a file from which Data is to be imported. Click here “Import Utility”, to know more about this utility.
: If you wish to delete any existing voucher, open an existing voucher and specify the reason for delete in "Edit Remark" field then Click on this button to delete the Voucher.
: If you wish to cancel any existing voucher, open an existing voucher and specify the reason for cancel in "Edit Remark" field then Click here to Cancel the Voucher. when you cancel a document then document status will update as "Cancel" and All financial / stock impact (whichever applicable) will reverse for this voucher.
: If you wish to restore any existing voucher, open an existing voucher and specify the reason for restore in "Edit Remark" field then Click here to Restore the Voucher. when you Restore a document then document status will update as "Open" and All financial/stock impact (whichever applicable) will be restored for this voucher.
option within the dropdown menu. You can also Edit or Delete a Location from Here. Select a Location to be edited / deleted and then click on 
. The Location will be opened in Edit mode and you can edit it and save by click on 
. You can delete it by click on 
. 
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: 
:
: 
Icon or 
option within the dropdown menu and input a name. 
: 
: 
Icon or 
option within the dropdown menu.
Under this field,
to add a new Ledger.
: System will open a new Input Panel to enter the details like Debit/Credit, Amount, remarks and Attribute and tender details etc., the input of all fields will be transferred to Item Grid Table. You can also click on the Icon to open the Input Panel, This Input Panel feature helps to reduce the unnecessary scrolling in Item Grid to input detail of the mentioned fields. Click here 
If selected Ledger is grouped Under "Non-Current Investments" , System will open a new Input Panel to enter the details of Investment like Type of securities with their quantity. You can select the investment ledger/master along with financial values and quantities in separate fields. You can also click on the Icon to open the Input Panel, Click here 
: Click here to Add new row to table.
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: 
: Net of Debit / Credit amount entered by you is displayed here.
: Total Taxable amount is displayed here.
Enter the applicable Tax Code here.
: The system will auto calculate the Tax amount based on rate in Tax code. 
: 
: Total Bill amount is displayed here.
: System will trace and auto fill the TDS Section under which TDS is required to be deducted automatically from the Vendor master. You can make changes if you wish to.
: System will fill the ledger from the Default Ledger mapped for TDS in Finance Setup. If you want to change then select a GL from the dropdown in which TDS so deducted shall be credited.
: Enter the amount on which TDS is to be deducted.
: AlignBooks has inbuilt the Rate of TDS prescribed under various sections of the Income Tax Act and based on the Section selected by you, the system will automatically pick the TDS rate prescribed under that section.
: System will auto calculate the TDS Amount and will display here. 
: 
: 
: 
: 
beside Mail and click on Email Link (Email with Link included for Document Print) or click SMS.
: 
. Click here 
: Click here to know the History of the Document for date and time of creation / modification / delete / cancel / restore. This 
button will be active only when document is open an existing document and when 
: 
: 
: If you wish to delete any existing voucher, open an existing voucher and specify the reason for delete in "Edit Remark" field then Click on this button 
to delete the Voucher.
: 
: If you wish to cancel any existing voucher, open an existing voucher and specify the reason for cancel in "
to Cancel the Voucher. when you cancel a document then document status will update as "Cancel" and All financial / stock impact (whichever applicable) will reverse for this voucher.
: If you wish to restore any existing voucher, open an existing voucher and specify the reason for restore in "
to Restore the Voucher. when you Restore a document then document status will update as "Open" and All financial/stock impact (whichever applicable) will be restored for this voucher.