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Cash Expenses batches overview

An overview of Cash Expense Batches in AccountsPrep.

AutoEntry Support Team avatar
Written by AutoEntry Support Team
Updated over a week ago

Use the Cash Expense batch function to upload your expense transactions together with the associated tax. If your company is registered for VAT (or GST or Sales Tax), you can then easily produce tax reports for your tax return.

📌TIP: Check our Cash Sales and Expense overview for more insights on the integration with AutoEntry and how to set up your default ledgers.

Before you proceed

The best time to process your Expenses is after you import and code your bank statements if you want to avail of the duplicate-check functionality.

You’ll need to set up your default ledgers and configure your duplicate check settings before you post your data.


Uploading Cash Expenses batches

  1. Go to the Accounting tab and select Cash Expenses.

  2. Select Add Cash Expenses.

  3. The Cash Expenses data import page will give you three import options to choose from:

Use AutoEntry Purchases capture

This option allows you to select invoices or receipts you uploaded and processed in your AutoEntry Purchase folder.

A Preview will display all the Purchase invoices/credit notes sitting in AutoEntry's Purchases inbox.

Filters: You can filter by Supplier name, Date-range and/or transactions marked as approved in AutoEntry.

Confirm: Once happy that the list represents the range of invoices/credit notes that you want to import, select Continue to review your data.

📎NOTE: After you post a Purchase invoice/credit note in AccountsPrep, it will no longer be available to bring into AccountsPrep again. If it's only in draft in AccountsPrep, it will be a potential duplicate in the next page.


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Import data using a CSV file

This allows you to upload the data via a spreadsheet.

  1. Download the template.

  2. Fill the template with the Date, Details, Reference, Amount and Rate.

    📌TIP: You can copy and paste the data but make sure not to change the headers and order of the columns. Check all the rules provided in the import window.

  3. Indicate if the amount values given here are net or inclusive of tax.

    📎NOTE: You can change this option later from the entry screen itself, and it will recalculate it for you.

  4. Upload the CSV file.

  5. After upload, select the Rates and the Account categories. (See Coding below)

  6. When you're ready, Post the batch or Save as a draft to edit later.

Enter data on-screen

The last option allows you to enter data directly on-screen.

  1. Add the Date, Details and amounts directly.

  2. If needed, click Add line to add more line entries.

  3. Select the Rates and Accounts categories (See Coding below).

  4. When you're ready, Post the batch or Save as a draft to edit later.

Review and Coding

When you add or review the data on-screen, you’ll need to code the transactions against the relevant categories and tax rates. You can then post the batch entry.

Total (credit) balance posting account

When posting the batch, the system will create a journal for each transaction and post the total amount against this ledger (credit).

📌TIP: Users tend to use a debtors or accounts receivable account in current assets where they can also post relevant receipts from bank accounts.

You can change the account from within the specific batch or change the default from the System Settings.

Net (debit account)

Select the account category you want to use for the net sales amount.

📌TIP: If the category you want to use isn't in the list, you can add a new account to your Chart of accounts.

Tax category

You can't select the tax category when editing a batch. The system will always use the same account set up in Settings > System Settings > Account designated for tax on sales.

Rates

If you've assigned default rates in your Chart of Accounts, the rate will apply automatically when you select an Account.

If not, you can select the rate manually from the drop-down.

📌TIP: You can configure the rates from Settings > Tax codes, and

you can set up default tax rates from Accounting > Chart of Accounts.

Inclusive or Exclusive tax

If you select - Amounts are tax exclusive

The system will calculate the tax and the total based on the net amount.

  • Via import: you'll need to provide the NET amount

  • Adding data on-screen: Enter the amount in the Net field, you won't be able to edit the Total field

If you select - Amounts are tax inclusive

The system will calculate the net and tax based on the total amount you provide.

  • Via the import: Enter the TOTAL amount

  • Adding data on-screen: Enter the amount in the TOTAL field, you won't be able to edit the Edit field

📌TIP: As with any other batch, you can fast-code your entries in bulk.

Posting

When you're ready, Post the batch or Save as a draft to edit later.

Reporting

After you post the batch, you can view the journal entries from the Journal summary or Account Details report.

You can also use the Taxes Report to view the different taxes breakdowns for a specific date range.

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