Entering expenses and supplier invoices

All entries are entered under Day books. e-conomic contains five types of day books by default, namely Customer receipts, Supplier invoices and payments, monthly and general entries. If you selected a default account setup, the day book type(s) reflect the selected default setting.

Related topics: Use default setups to reduce errors and save time when making entries.

To create a new entry:

1. Click ‘Bookkeeping’ > ‘Day books’ > ‘select the relevant day book, e.g., Customer receipts’
2. Click ‘New entry’ above the list area
3. Edit the fields Details
4. Click ‘OK’

If the entry balances, the next entry number appears in the entry field, ready for the next entry.

Read more about day book fields

If applicable, select the VAT to be applied to both ‘Account no.’ and ‘Contra account’. Contra account: Enter the desired account number or select an account by clicking the ‘…’ (search) icon.

There are two ways of booking supplier invoices and payments: You can choose to book them individually, meaning that you book the supplier invoice when you receive it and book the payment at the same time or you can enter the supplier invoice and then the payment at a later date. To process supplier invoices:

1. Select the day book 'Supplier invoices'
2. Date: enter supplier invoice date
3. Supplier no. - enter the supplier account no.
4. Amount - enter the gross amount of the invoice
5. Contra account - enter the account no. you wish to charge the invoice to
6. VAT - In the drop down list select the VAT code. If the VAT code has been entered on the settings of the expense account, the VAT code is automatically entered for you.
7. Text - enter a description of the invoice
8. Invoice no. - enter supplier invoice no.
9. Click OK

Read more about mulitiple line invoices

Select the day book 'Suppler payments', Enter the suppliers invoice number and then press the 'TAB' key. The information relating to invoice will appear, providing you are paying the same amount click OK, if not, change the amount and then click OK.

To let the system automatically match supplier entries when booking, enter the supplier’s invoice number when you register both the invoice and your company’s payment.

Enter the customers invoice number and then press the 'TAB' key. The information relating to the invoice will appear, providing the customer has paid the same amount click OK, if not, change the amount and then click OK.

The day book is a chronological journal of your transactions and can be edited. Entries in the day book stay there until booked or deleted. When you book entries, the transactions are booked to their various accounts and can no longer be edited.

See ‘Balance’ above the list area to ensure the day book balances before booking it. You can also view the Cash report to ensure that the balance of the cash accounts after booking corresponds to e.g. the bank statement.

To book entries in a day book to their accounts: - Click ‘Bookkeeping’ > ‘Day books’ > select day book - Click ‘Book entries’ above the list area. (If a dialogue box does not appear, please see the article about pop-up blocking.) - Enter the date interval you want to book - Click ‘Book’

To clear all entries in a day book, click Delete entries at the top of the list area.

NOTE: This action cannot be undone once the entry has been booked.

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