Objective: Provide an overview of how to use the Post Expense feature of the Accounting -> Reconciliation page.
Post Expense (for Integrated Bank Transactions):
The Post Expense feature records and reconciles debit items that have been pushed into Vantaca through the bank integration, but do not have a corresponding book-side transaction to match it to. An example scenario for using this feature would be an Autodraft payment to a utility company. Posting this item will record the transaction on the bank register and simultaneously create an invoice action item.
To use the Post Expense feature, check the box next to the debit on the list of bank transactions (left side) and click the - Post Expense Button.
The Date, Check No, and Amount are pre-populated. Enter a description, and choose an attachment if applicable.
If this item correlates to an existing association service contract, or if you want to create a contract so that the item will auto-reconcile in the future, use the Contract Select Button.
If you wish to choose a service provider, you can select the provider from the dropdown menu. This is not required. If you do not select a provider, the invoice will be linked to a system service provider and listed as "Post Item".
Click the + New Item to enter the GL. You may enter multiple GLs or Funds. Set the next step of the invoice at the bottom of the window. This will allow you to choose whether the invoice should be recorded as Paid and closed (most cases) or whether it needs to be sent to the manager so that documentation such as an invoice image can be added.
Items recorded through the Post Expense function will record on the bank register. Unlike Post Deposits, they will not be shown on the GL Entry screen. To research or edit these items after posting, you will find them on the Service Provider -> Invoice screen and can interact with them as you would a normal invoice.
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