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Approval of Payments

kimpossible

Hi,

Question 1:

We usually encode all payment transactions through Spend Money function. However, once it is encoded by the staff, it is directly posted to the books. Is there a way to suspend posting and have an approver tick it prior to posting?

Questions 2:

I also tried using the Bill under Purchases. In the process of creating the form, I noted that we cannot add the field which displays the account code. Is there a way to display?

Would appreciate your help on this.

Thank you.

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Accepted answers

Tracey_H

Hi @kimpossible

Thanks for that information. To answer your queries:

that is correct, when a transaction is recorded the transaction journal is posted to the selected accounts
you can print a Purchase by opening the transaction and clicking on Print
you can't add the account number to the custom Purchase order form. Purchase orders are sent to suppliers to order goods, account numbers are for the company's internal use only
to check that transactions have been recorded correctly, run the Journal Security Audit report. This displays the associated card, accounts and amounts

Please let me know if you need further help.

If my response has answered your enquiry please click "Accept as Solution" to assist other users find this information.

All comments

kimpossible

Hi Tracey,

Your response is much appreciated.

For purchase transaction,

1. I created a Bill and I saw that this is posted right away in the books (meaning debit expense or fixed assets

& credit to Trade Creditors);

2. I am trying to print the Bill entry; however, the only option when printing is Purchase Order;

3. When I explored the customize PO format, the table doesn't allow the display of account codes used for

posting; this is the one that we would like to show.

4. The intention is, the bill should be the form to document preparation, checking and approval.

5. Pay Bill will be the entry to record payment (debit Trade Creditors & credit cash in bank);

Hope this clarifies my concern.

Tracey_H

Hi @kimpossible

Thanks for your post. When a transaction is recorded the journal is posted to the selected accounts, it's not possible to save a draft transaction for approval.

When entering a Purchase transaction, the account code field is available for the Service, Professional and Miscellanous layouts. If you select the Item layout the account field is not available as transactions are posted to the accounts selected in the Item Information window. If you need further help with this can you please clarify what form you are creating or window you are referring to.

Please let me know if you need further help.

If my response has answered your enquiry please click "Accept as Solution" to assist other users find this information.