yes so far that’s i am doing
Right now I am testing your ERP for my Client
My expertise are in ERP implementation
So far your ERP lack in this feature, rest is good
this expense feature is provided by every accounting software and ERPs so far I have experienced (Quickbooks, Sage, Peachtree, XERO etc), that’s why i would recommend you to make is part of your ERP,
Those consumers who shift from other accounting software to yours will get confused at this point and may not continue it . because creating item every time is an headache
You should add option to enter invoice for Expense not related to item
as invoices (issued from supplier) are entered in one go, purchases from a mall may contain items that are related to different account heads e.g meals. stationary, traveling expenses,
currently there are 2 ways so far
1 is journal entry
2nd is employe expense claim
2 Likes
Hi,
I have the same question. What is the best way to enter expenses for electricity bills, phone bills, etc? Is it better to make a non-stock, service item or is it better to make a journal entry?
thanks
Sofia
An invoice of “non-items” can easily be entered. THERE IS NO NEED TO MAKE AN ITEM!! Just leave the item_code blank and enter the name and description, such as “stationary” , “electricity” , “food/meal”, “petrol”. One can enter the individual lines on the invoice, or what I usually do, lump the purchases in one line, entering the total without tax A standard Tax/Vat template can be created. The account head and cost centre has to be defined manually. After this just create a JV like always.I do this with all my invoices of stuff i do not resell, and thus no need to make it an item. Robert
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thanks!
can you collect VAT from journal entries?
1 Like
Yes. You debit the expense account with the actual cost less vat, then debit the vat account with the vat amount. credit the bank account with total amount.
Your question and suggestion are extremely valid. You may receiving bills from a security company for security services, surely you need to process this via the invoicing option not journal entry. @ERPnext serious consider this option. We are finding it difficult to push your product on the cloud because there is no provision for proper Job Costing and the recording of expense bill via the Purchase invoice option., The purchas invoice must have options to enter GL lines and Stock lines.
2 Likes
robert thanks for this one. Sure works very well,
You can actually use the journal entry for this.
Chose Accounts Payable as the credit leg, the system will ask you for the party name and you pick the supplier/vendor you are buying from.
This will create a payable obligation on the Suplier
The debit leg will of course be the relevant expense GL.
Let me know if this works for you
1 Like
“expense GL” meaning expense account, right?
Yes account
To pass JV for these types expense It’s really a BAD idea. We use JV for accounting adjustments not for Petty Cash like expenses.
Why don’t you use Purchase Invoice to book these types of expenses.
Why Purchase Invoice?
You can book the expense against supplier.
You can view the liabilities for petty cash like expenses in Account Payable summary.
You’ll have reference to the PI.
You’ll be able to add taxes and charges or vat.
You’ll be able to add item or supplier discount etc.
What you need to do for booking expenses using Purchase Invoice ?
Create Service Item group under All Item Group.
Create Service Item(for instance, Travel Expense, Fuel Expenses, Customer Expenses or telephone expense) and select service item group and uncheck the option of maintain stock.
To book the expense create new purchase invoice and select the service item.
6 Likes
pleasure
Hi, I tried doing this. All well and good but how do I put the expense to the correct GL account?
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A new feature here seems unnecessary. I think what needs to happen is that the filters being applied to the item list, within the purchase invoice|receipt, should be able to be easily changed from the UI, in such a way that users can include|exclude items.
This would allow us to make the “consumables” item a group item, in which we can create new expense items, such as fuel, or phone purchase or what have you; and then pull those items into the usual field for purchase invoice|receipts.
Then this would work as any other accounts platform.
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Re-reading above I think I need to add that, yes we can easily make “consumables” a group item now, and add a new item inside this group, unchecking the “manage stock” option upon creation. But this will not update the filters within the field circled in the graphic. And it is these filters that need to be manageable from the UI.
Furthermore, this should be a priority item because this is a very simple, but very necessary function of any accounting system, that is currently ambigious, and not easily done in ERPNext.
I guarantee this problem on it’s own has prevented adoption for many businesses.
1 Like
Yes it is a big problem
The accountant who works in NGOs needs this type of input to pay the expenses and is not present in the ERPNext system.
Whereas, as accountants, we spend on NGOs systems on the expense directly on payment.