1. In the Add Expense / Bill / Miscellaneous window, check over the following:
Vendor: Select the Vendor for this bill. If Design Manager recognizes the Vendor from the Bank Data Import, the Vendor will automatically show in this field. If Design Manager doesn't recognize the Vendor, this field could be blank or show an incorrect Vendor. Select the correct vendor and if the Vendor is not already in your Design Manager you'll need to add the Vendor under Contacts
Invoice Number: Enter an Invoice number, this can be a combination of letters and numbers
Invoice Date and Due Date: This will automatically show the date from the Bank Data Import
Trans. Desc.: This will automatically fill with the transcription, if applicable, from the Bank Data Import. You can change this if needed
Pay With: This will automatically fill with the account from the Bank Data Import
2. To add in the expense details, click on the +Add button.
3. On the Vendor Invoice Distribution [Expense / Misc.] window enter the information:
Type/Account Info: Automatically set to Project Related
Sales Category: Select the Sales Category for this expense
Amount / Cost: This will automatically fill with the amount from the Bank Data Import
Project: Select the Project for this expense
New Item: Choose this option if you want to make a new Item for this expense
Existing Item: Choose this option if you want to add this expense to an exiting Item. Then choose the Item from the Project
Location: if applicable select the Location for this Item in the Project
Type: Select the type of the Component
% Type: if applicable enter a pricing type and the percentage
Description: if needed enter a description
Client Price: this is the sell price of the Expense to the Client and will be calculated automatically based upon the selected % Type and percentage
Taxable: Select this option if sales tax should be charged to the Client for the Expense. The taxable value will default to the settings entered on the Project Info
Cost is Non-Taxable: Use this option if the cost of the Expense from the Vendor is not taxable but any additional value or markup that is added for the Client is taxable. Certain states will allow sales tax to be charged to the Client if tax has already been paid to the Vendor. Check with the company accountant before using this feature.
Bypass WIP: The Bypass WIP option determines whether the costs of the Expense will be recorded into Work in Process or directly into Cost of Goods Sold. Selecting the option will cause the costs to go to Cost of Goods Sold. When using the Existing Item option, the Bypass WIP option will be automatically selected if the Bypass WIP option is selected on the Item or the Item has already been invoiced to the Client. It may be desirable to set the Bypass WIP option if the cost of the Expense will never be invoiced to the Client. If unsure of the proper setting for the Bypass WIP, it is wise to leave the defaulted selection.
When finished entering the information, click on OK.
4. Check the information entered for accuracy. When finished click on Save.
5. The expense has been posted and is listed under the Existing tab for Vendor Invoices.