This tab provides general information on the additional expenses incurred for the entity on purchasing, sales, or transfers.

On this tab, the required fields are: Company, Contract, Entity and Warehouse.


The "Additional Expenses (create)" form. The Main tab

<Auto> in the Number field indicates that an internal number for this document is assigned automatically when you save the document. The From field is populated automatically with the current business date. You can select another date, if necessary.

In the Company field, you can select an individual or legal entity who is provider of the service. Select it from the Companies master records or create a new record.

The Contract field is populated with the default contract of the selected company. If necessary, you can change it by selecting the contract from the Company Contracts list (to open the list, click the arrow button and then select Show all).

The Purchase Order field is populated automatically if the document is based on a purchase order. You can link the Additional Expenses document to a purchase order manually; for this, click the arrow button in the field, then click Show all. The list of purchase orders appears; only the orders for the same contract are shown in the list.

For the Transaction Type field, the following transaction types are available:

  • For Purchase: The specified additional expenses will be allocated as additional costs to the purchased items.
  • For Sales: The specified additional expenses will be credited to the default COS account, or another GL account in this section of COA.
  • For Transfer: The specified additional expenses incurred on transfer will be allocated as additional costs to the moved items. This transaction type is available if the Multiple Warehouses option is selected on the Administration > Settings > Purchasing and Warehouses form.

In the Entity field, select an entity of your company which is responsible for the document. The Entity field is available if the Multi-Company Accounting option is selected on: Administration > Settings > General Settings. You can select your personal default entity to appear in documents; for this, select Quick Menu > Personal Settings and for details, refer to Personal Settings. If you have not selected your default entity, the entity defined first on the Accounting > Master Data > Entities form will be used as the system default value.

The Warehouse field is not available for the For Sales transaction type. For other transaction types it is available and required. In this field, you can select the warehouse to receive the items for which these additional expenses incurred. In this field, you can select the warehouse to receive the items for which these additional expenses incurred. If you receive items to multiple warehouses, move the Warehouse field from the Main tab to the table on the Inventory tab where it will appear as a table column. For this, use the Setting button on the toolbar (for more information, see Document Toolbar).

In the Comment text box, you can enter some additional information.

Notice the hyperlink below the Entity field – USD=3.6525AED * VAT Applied * Prices Include VAT on the screenshot above (can be different in your document). The currency of the document is defined according to the selected contract. To use other currency in the document, select another contract, or create a new one, if necessary. Click the hyperlink to change the price-related and tax-related settings for the document. For details, see The Prices and Currency dialog box (Purchasing).

The document totals and other Information

At the bottom of the form, the Total Due field shows the document total to be paid to the service provider, and the VAT field shows the total VAT amount calculated for the document.

The Prepayment field shows the prepayment amount that was applied to this document.

Also, at the bottom of the form, you can view who created this document and the current status of the document; it can be one of the following:

  • New (document was created, but not recorded to the database)
  • Not Posted (document was recorded, but not posted)
  • Posted (document was posted)
  • Marked for Deletion (document was marked to be deleted)

The Generate Tax Invoice button

You can generate a Tax Invoice Received for these additional expenses—first, you need to save the document—in one of the following ways:

  • Enter the date and number of the document received from the service provider and click the Generate Tax Invoice button at the bottom of the form.
  • Click Generate on the toolbar and then select Tax Invoice Received from the drop-down list of options.

All the details from this document will be copied to the Tax Invoice Received.

The toolbar buttons

After filling out the tab, click the Save button to save your work. After filling out all the tabs, click Post to post the document without closing it or Post and close to post and close the document.

If you need to move the Warehouse field to the Inventory tab as a table column, click Settings on the toolbar and select the appropriate option. To indicate to the system whether available prepayments must be automatically applied to the document, select the appropriate option.


The Document Settings dialog box

To make the selected settings your preferences, click the Keep Choice button. When done, click OK to apply the selected options to the document and close the dialog box.

For description of other buttons, see Document Toolbar.


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