This tab provides general information on a planned payment: parties of the transaction, payment method, amount, document used as the basis, planned payment date, and so forth.

If you are manually creating this planning document, make sure that in the Transaction Type field the For Employee Business Expenses option is selected—this will make the fields that are appropriate for this transaction type available.

On this tab, the following fields are required: Entity, Cash Flow Item, and Amount.

The "Money Payment (Plan) (create)" form. The Main tab

In the Employee field, specify the employee who will be reimbursed for the business expenses.

To enable further analysis of the cash flows, in the Cash Flow Item field, specify the cash flow item grouping business expenses.

Notice the status of this planned payment indicated in the blue font at the top of the right column of fields (Unpaid, on the screenshot above).

<Auto> in the Number field indicates that a number to this document will be 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 Entity field, select an entity of your company for which this document is being prepared. The Entity field is available if the Multi-Company Accounting option is selected on the following form: Administration > Settings> General Settings. You can select your personal default entity to appear in documents that you create; for this, refer to Personal Settings. If you have not selected your default entity, the entity defined first will be used as the system default value.

The Basis field is auto-populated if this payment planning document was created on the basis of an Employee Expense Report. If needed, you can manually select the basis document from the list of supplier documents (for this, click Show all from the drop-down list). Once the basis document is selected, click the Fill in button to copy the data to this planned payment. If, after you edited the document, you want to cancel the edits, click again the Fill in button – the details from the basis document will be copied to the document, thus removing the edits.

Use the Payment Method radio buttons to select the payment method to be used:

• Noncash (Cashless): If it is planned to use a bank payment.
• Cash: If it is planned to use cash for this payment.
• Undefined: If it is still undecided how to pay.

The Bank Account field which appears if the payment method is Noncash shows the default bank account of the selected entity, however, you can select another bank account of the entity if needed.

In the Employee Bank Account field which appears if the payment method is Noncash, select the bank account of the employee to which the funds will be sent.

The Cash Account field which appears if the payment method is Cash shows the default cash account of the selected entity, however, you can select another cash account of the entity if needed.

The Amount field shows the total amount to be paid by the entity. The default currency of the amount is the currency of document used as the basis. The effective exchange rate for the currency with respect to the national currency is shown to the right of the field.

The Project column is available if the Project Costing functionality is enabled on the Administration > Settings > Project Costing form. Use the Project field to select the project associated with this document. By default, this field is used as a column on the Employee Expense Reports tab. If the payment is intended for a single project, the column can be moved to this tab as a field – for this, use the Settings button.

In the Planned Date field, specify the date of the payment.

In the Transaction Remark field, provide any relevant transaction remarks which will be used in a printed document.

In the Comment text box, you can specify some additional information about this document.

The toolbar buttons

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

You can generate the following documents based on this one:

• Cash Payment: To register a cash amount paid to the employee.
• Bank Payment: To register a bank payment made for the employee.
• Cheque Issued: To register a cheque issued as a payment to the employee.
• Planning Document Cancellation: To cancel this planning document.

For descriptions of other buttons, see Document Toolbar.

Use the Settings button to invoke the Document Settings dialog box if you need to move the Project field from the document header (the Main tab) as a column to the table on the Payment Details tab or back.

The Document Settings dialog box

Once you are done with the option selection, click OK to save the settings and close the dialog box or Cancel to close the dialog box without any changes to the settings.