Processing Expense POs

Expense Purchase Orders are used to pay for services to be provided.

Process Definition:

Expense Purchase Orders are used to pay for services to be provided. Examples of expense purchase orders are utility bills, phone bills, legal fees etc. These invoices are entered using a purchase order since all invoices require a purchase order in Deacom. The Expense PO will define the items/services to be provided by a single vendor along with the appropriate payment terms, item descriptions, quantities, and all other obligations and conditions.

Process in Deacom:

  1. Navigate to Purchasing > Order Entry.
  2. On the General tab:
    1. Select appropriate vendor in the ‘Vendor’ field.
      1. Once a Vendor is selected, the other fields will automatically populate with the order defaults from the vendor record but can be overridden by the user.
    2. Select the appropriate ‘Facility’ for the expenses.
    3. Ensure ‘Order Type’ is set to “Purchase Order”.
  3. On the Dates tab:
    1. Enter any applicable dates.
  4. Click the + button on the Lines tab to add a part to the order.
    1. If there is a designated part number:
      1. Use the ‘Part Number’ field to select the non-stock item associated with the expense.
    2. If there is NOT a designated part number:
      1. Enter a ‘Description’ of the expense/service.
      2. Select the applicable ‘Charge To’ account.
        • If the invoice should be split between different accounts, enter a new line item for each different account.
    3. Enter a ‘Quantity’, typically, with Expense POs, the quantity will be “1”.
    4. Enter a ‘Unit Price’ (this is the amount of the invoice attributed to the account on the line item).
    5. The ‘Purchase Unit’ and ‘Pricing Unit’ should typically be set to “Each”.
    6. If adding more lines to the purchase order, click the Next button.
    7. When finished adding lines to the purchase order, click Save and Exit.
  5. Confirm the total order amount matches the amount of the invoice.
  6. On the General tab, check the ‘Invoice/Pre-Pay’ checkbox.
  7. Click Save. This will bring up the Enter Vendor Invoice form
    1. Confirm the dates on the screen and modify if needed.
      1. Change the ‘Vendor Invoiced’ date to be the date on the invoice.
      2. The ‘Date to Pay’ will populate based off the ‘Vendor Invoiced’ date plus the Terms days.
    2. Enter the vendor invoice number in the ‘Invoice Number’ field.
    3. Make any adjustments if needed using the ‘Adjustment’ field. Ensure the Adjustment Account is correct.
    4. If you want to process the payment immediately, select ‘Print Check Now’.
      1. Note: else, this will go through the Manual Checks or Check Run process.
    5. Click Apply to complete the process.
    6. If ‘Print Check Now’ was checked, the Process Checks screen will appear.
      1. Enter the ‘Reference’ number, usually the check number.
      2. Select the ‘Payment Type’.
      3. Confirm the correct ‘Cash Account’ is selected.
      4. If a physical check is required, ensure ‘Paper Output’ is checked and select the correct ‘Printer’.
      5. If a physical check is NOT required, uncheck ‘Paper Output’.
      6. Review all entered information. Click Continue once confirmed.