Understand Expense Entries and Vouchers

Understand Expense Entries and Vouchers
Overview
This guide will help you choose the correct workflow for an expense, expense payment, payment voucher, or receipt voucher.
The selected workflow determines available fields, document trail, and likely ledger treatment.
Who can do this
You need access to Read access to relevant expense and voucher workflows; create rights are needed only to transact.
Before you start
Know the business event, counterparty, whether a liability is recorded before payment, direction of money, tax treatment, and required evidence.
Before saving, check that the correct company is open and that you have permission to complete this task.
Where to find it
Back Office → Expenses & Vouchers.
Understand Expense Entries and Vouchers
Step 1: Use Expense when recording the cost/liability and its classification
Step 2: Use Expense Payment when settling a recorded expense
Step 3: Use Payment Voucher for an approved outgoing movement that belongs
Use Payment Voucher for an approved outgoing movement that belongs in the voucher workflow.
Step 4: Use Receipt Voucher for an approved incoming movement that belongs
Use Receipt Voucher for an approved incoming movement that belongs in the voucher workflow.
Step 5: Avoid entering the same event in more than one workflow
Step 6: Confirm local accounting policy when the correct route is unclear
Check your work
Confirm one business event produces one intended document chain and reconciles to the relevant account and counterparty.
Take a moment to check your work before closing the window. This small check can save time later.
If something goes wrong
Do not choose a form solely because it changes cash in the desired direction.
Ask the responsible accountant when tax or liability timing is ambiguous.
Related guides
Follow the Recommended Expense and Voucher Workflow
Create an Expense
Create a Payment Voucher
What to do next
Follow the Recommended Expense and Voucher Workflow.