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If you need to enter payments that aren’t associated with your suppliers (for example, for telephone bills and bank charges), enter these as Spend Money payments. For more information see Spend money. |
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When you receive a bill from a supplier for a purchase you’ve made, first you need to create the purchase as an expense in LiveAccounts (see To enter an expense). Then, you can pay the expense (see Entering payments made to suppliers).note :
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You can set up suppliers and items at any time—before you begin entering an expense (using the Contacts menu or the Items list link) or while creating it (using the Add Supplier and Add Item list options). |
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To enter an expense
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- On the Expenses page, click Enter expense. The Expense from page appears.
If necessary, change the Expense number. This number is automatically generated, based on the last number used.
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If you change the expense number, you’ll change the automatic numbering. For example, if you change the number to EX000081, the next time you create an expense, LiveAccounts will display the new expense number as EX000082.
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Enter information about the supplier
In the Supplier contact field, enter the supplier’s name, or select the supplier from the list. The supplier’s address details appear in the field below.
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title If you’re entering an expense billed to you by a new supplier
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In the Supplier Contact field, select Add supplier from the list. Enter the supplier’s details in the Add New Supplier window and click Save.
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Check the due date, payment terms and tax preference
- Check the date in the Date of issue field.
- Check the date in the Payment due date field.
- If you want to record the invoice or bill number as specified by the supplier, enter it in the Supplier invoice number field.
- If you account for tax/GST, choose an option from the Amounts are list.
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- If you want the prices to include tax/GST, choose Tax/GST inclusive. Note that this is the default preference.
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- If you want the prices to exclude tax/GST, choose Tax/GST exclusive.
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- Enter the items you’re buying
In the Item column of the list, enter the number of the item you’re being billed for, or select it from the list.
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title If you want to enter a new item
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In the Item column of the list, select Add Item from the list. Enter the item details in the Add New Item window and click Save.
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The item Description, Account, Unit price and Tax rate/GST type appear, based on the details you entered when you created the item.
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The Qty and Total also appear. The default quantity is 1. You can change this in the Qty field.
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To remove an item from the list, click the delete icon ( |
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1074060 1074060 Repeat from step 8 for each item on the expense. The totals are calculated at the bottom of the expense:
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- Subtotal—the total for the items added to the expense
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- Tax/GST—the amount of tax/GST applied to the expense
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- Total—the subtotal amount plus the tax/GST amount
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- Amount paid—the total of any expense payments made
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- Amount due—the total minus the amount paid.
Anchor 1078756 1078756 If you want to add a note about the expense, enter it the Notes field.Anchor 1074068 1074068 Check that all the information in the expense is correct.
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- Complete the expense
Anchor 1089170 1089170 If you want to:
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- save the expense, click Save. The expense is saved and the Expense from page reappears.
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- enter a payment for the expense, click the Enter payment link, and then click Yes to the confirmation message. On the Enter supplier payment page, enter the payment details.
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- For more information, see To enter a payment to a supplier.
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To edit an
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expense
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Anchor 1083448 1083448 In the expenses list, find the expense you want to edit and double-click it. The Expense from page appears, showing the expense details.Anchor 1076633 1076633 Make any changes to the expense.Anchor 1076634 1076634 Click Save. The Expense from page reappears.anchor
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To delete an
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1076594 1076594 In the expenses list, find the expense you want to delete and double-click it. The Expense from page appears, showing the expense details.Anchor 1076595 1076595 Click the Delete link. A confirmation message appears.Anchor 1076596 1076596 Click Yes to delete the expense. The Expenses page reappears.
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