3.1 KiB
Post expenses
Once an expense report is {doc}approved <../expenses/approve_expenses>, the next step is to post
the expense report to the proper accounting journal.
:::{important}
To post expense reports to an accounting journal, the user must have the following
{doc}access rights <../../general/users/access_rights>:
- Accounting: Accountant or Adviser
- Expenses: Manager :::
Only expense reports with an Approved status can post the expenses to a journal. To view all
expense reports, navigate to {menuselection}Expenses app --> Expense Reports. Next, to view
only approved expense reports that need to be posted, adjust the filters on the left side, so
only the {guilabel}Approved checkbox is ticked.
:align: center
:alt: View reports to post by clicking on expense reports, then reports to post.
:::{note}
The default {guilabel}All Reports dashboard displays all expense reports, except reports with a
status of {guilabel}Refused.
:::
Expense reports can be posted to accounting journals in two ways: {ref}individually <expenses/post-individual> or {ref}in bulk <expenses/post-multiple>.
(expenses-post-individual)=
Post individual reports
To post an individual report, navigate to {menuselection}Expenses app --> Expense Reports, and
click on an individual report with a {guilabel}Status of {guilabel}Approved, to view the report
form. In this view, several options are presented: {guilabel}Post Journal Entries,
{guilabel}Report In Next Payslip, {guilabel}Refuse, or {guilabel}Reset to Draft.
Click {guilabel}Post Journal Entries to post the report.
The accounting journal the expenses are posted to is listed in the {guilabel}Journal field of the
expense report.
After posting the expenses to an accounting journal, a {guilabel}Journal Entry smart button
appears at the top of the screen. Click the {guilabel}Journal Entry smart button, and the details
for the journal entry appear, with a status of {guilabel}Posted.
(expenses-post-multiple)=
Post multiple reports
To post multiple expense reports at once, navigate to {menuselection}Expenses app --> Expense Reports to view a list of expense reports. Next, select the reports to approve by ticking the
checkbox next to each report being approved.
:::{note}
Only expense reports with a status of {guilabel}Approved are able to post the expenses to an
accounting journal. If an expense report is selected that cannot be posted, such as an
unapproved report, or the report has already been posted to a journal, the {guilabel}Post Entries button is not visible.
:::
:::{tip}
To select only approved expense reports, adjust the filters on the left side, so that only
the {guilabel}Approved checkbox is ticked. Next, tick the checkbox next to the
{guilabel}Employee column title to select all the {guilabel}Approved reports in the list
at once.
:::
Next, click the {guilabel}Post Entries button.
:align: center
:alt: Post multiple reports at a time from the Expense Reports view, with the Approved
: filter.