Peoplesoft AP / Expenses User Manual

8/10/2019 Peoplesoft AP / Expenses User Manual

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SRDT PEOPLESOFT USER MANUAL


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ENTERING A SIMPLE EXPENSE

Entry : Expense a/c Dr To Cash a/c

NAVIGATION: Main men!Tra"e# $ Expenses! Expenses Repor%!

Crea%e/Mo&i'()

C#ic* on A&& a ne+ "a#e an& en%er emp#o(ee ID 'or +hom %o crea%e %heexpense repor%,

C#ic* on a&& -%%on a'%er en%erin. %he emp#o(ee i&,

For Examp#e ) S%a 0e#'are Expense

S%a +e#'are a/c Dr, To Cash a/c,

Follow the above naviation !te"!:

C#ic* on A&& a ne+ "a#e %a- an& en%er emp#o(ee ID 'or +hom %o crea%e

%he expense repor%, C#ic* on a&& -%%on a'%er en%erin. %he emp#o(ee i&,


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En%er %he &a%e on +hich expense accre&,

Se#ec% expenses %(pe S%a 0e#'are, 0ri%e %he &escrip%ion %ha% (o +an% %o +ri%e En%er %he amon%, Go%o Smmar( $ S-mi% an& c#ic* on i% 1 as soon as smmar( $

s-mi% is c#ic*e& 1 -e#o+ -ox appears, Tic* %he -#an* -ox %ha% is hi.h#i.h%e&, As soon as %he -ox is %ic*e& 1 s-mi% expense repor% -%%on .e%s

hi.h#i.h%e& C#ic* on %he -%%on


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On c#ic*in. %he -%%on 'o##o+in. -ox appears, C#ic* on o*,

As soon as o* -%%on is c#ic*e& %he s%a%s o' expense shee% .e%s

chan.e& %o appro"e& 'or pa(men%,

Shee% s%a%s sho#& -e appro"e& 'or pa(men% in or&er %o process i% 'or

GL,

I% appears #i*e -e#o+ shee%)

I' ser +an%s %o see %he &e%ai#s o' expense repor% .o %o expense &e%ai#s

an& c#ic* on i%,2e#o+ shee% appears)


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Preparin. Cash A&"ances3Gi"en %o Emp#o(ees/ Non

Emp#o(ee4)

ENTR#) Emp#o(ee/ Non Emp#o(ee a/c DR TO Cash a/c

Non Emp#o(ee #i*e #a-ors e%c

Naviation: Main men!Tra"e# $ Expenses! Cash

A&"ances!Crea%e $ Mo&i'(E$a%"le: A&"ance .i"en %o Gara" Mishra o' Rs 5666,

Entry) Gara" Mishra a/c Dr 5666To Cash a/c 5666

C#ic* on a&& a ne+ "a#e %a-,

En%er emp#o(ee ID o' %he emp#o(ee %o +hom a&"ance is.i"en1 In %his case a&"ance is .i"en %o Gara" Mishra

%here'ore Gara" Mishra emp#o(ee ID +i## -e en%ere&,

C#ic* on a&&,

As soon as a&& -%%on is c#ic*e& 'o##o+in. shee%

appears,


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Enter the &ollowin 'etail!:

Enter a%o(nt in a%o(nt bo$)

*li+, !(b%it b(tton)

A! !oon a! !(b%it b(tton i! +li+,e' by (!er - &ollowin!heet a""ear!- +li+, o,)


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A! !oon a! o, i! +li+,e' a'van+e !heet !tat(! et!

+hane' to a""rove' &or "ay%ent an' i! rea'y to o to GL

an' it a""ear! a! &ollow!:

A""rove' &or "ay%ent !tat(! i! %an'atory &or a'van+e

!heet in or'er to "ro+e!! it &or GL)


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Case 7, 0here expense an&

a&"ance share %he same amon%Entry) Expense a/c Dr To Emp#o(ee A&"ance

Pre"are the a'van+e a! 'i!+(!!e' way)

Now a&ter "re"arin +a!h a'van+e re"ort - "re"are e$"en!e re"ort &or the

e%"loyee in or'er to a'.(!t it when e%"loyee +o%e! with 'etail o&

a'van+e)

E%"loyee i' in +a!e o& e$"en!e re"ort an' +a!h a'van+e !ho(l' be !a%e)

For E$a%"le: R!/000 a'van+e wa! iven to Ga(rav Mi!hra - he

+o%e! with 'etail o& e$"en!e! aain!t a'van+e he in+(rre')

Tra"e##in. $ Expenses a/c Dr 7666

Prin%in. $ S%a%ioner( a/c Dr 7666

To Gara" Mishra a/c 5666

A! to !ettle a'van+e- 1r!tly yo( have to boo, the a'van+e

on that "er!on 2e%"loyee3 non e%"loyee4- there&ore &or

boo,in the a'van+e "re"are +a!h a'van+e re"ort a!

'ire+te' earlier)

To !ettle a'van+e aain!t e$"en!e 'one2boo,in e$"en!e

aain!t the a'van+e ta,en4 "re"are e$"en!e! re"ort:

NAVIGATION: Main men!Tra"e# $ Expenses! Expenses Repor%!Crea%e/Mo&i'()


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C#ic* on A&& a ne+ "a#e %a- an& en%er emp#o(ee ID 'or +hom %o crea%e

%he expense repor%1In %his case Gara" Mishra emp#o(ee i& +i## -een%ere&,

C#ic* on a&& -%%on a'%er en%erin. %he emp#o(ee i& c#ic* on a&& -%%on

an& 'o##o+in. shee% appears

En%er %he &a%e, Choose %he expense in expense %(pe1 i' expeses incrre& are

more %hen one a.ains% %he a&"ance %a*en c#ic* on a&& si.n %hen

choose %he secon& expense in expense %(pe,

In .ara" mishra case1 he incrre& %+o expense1 %here'ore 'or

a&&in. %+o expenses an& a&8s%in. i% a.ains% a&"ance %a*en1 -(


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c#ic*in. on a&& si.n a ne+ ro+ is crea%e& an& secon& expense is

en%ere&, En%er %he amon% in amon% -ox, A'%er expense repor% is prepare& .o %o choose an ac%ion -ox an&

choose app#( cash a&"ance in %he -ox as sho+n -e#o+, C#ic* on .o -%%on

Fo##o+in. shee% appears on c#ic*in. .o1

I' %here +o#& -e an( a&"ance on %he emp#o(ee i% +i## appear here,

As Gara" mishra has %a*en Rs5666 as a&"ance 1 c#ic* on #oo* p1

'o##o+in. -ox appears sho+in. nm-er o' a&"ances on an emp#o(ee,


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As Gara" Mishra has %a*en one a&"ance on#(1 %here'ore on#( one

a&"ance is comin. here,

Se#ec% %he a&"ance %ha% (o +an% %o a&8s% i% a.ains% %he expense -(

se#ec%in. i% 'rom #oo* p -ox,

En%er %he amon% o' in %o%a# app#ie& -ox 1 en%er %he amon% o' a&"ance

%ha% (o +an% %o a&8s% a.ains% %he expese, As .ara" Mishra has incrre& %he epense o' same amon% as o'

a&"ance .i"en %here'ore %o%a# app#ie& amon% is %o -e Rs 5666, C#ic* on O*,


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C#ic* on smmar( an& s-mi%,

As soon as smmar( an& s-mi% -%%on is c#ic*e& p 'o##o+in. screen

appears

As i% can -e seen 'o##o+in. in'orma%ion is comin.) E%"loyee e$"en!e!:

Nm-er o' expenses95 Amon% incrre&9Rs 5666

*a!h a'van+e a""lie' with a%o(nt

I& e%"loyee! e$"en!e a%o(nt i! %ore than a! +o%"are' to

a'van+e a%o(nt an' orani5ation ha! to "ay hi% than it will

+o%e in thi! bo$ written a! a%o(nt '(e to e%"loyee

*li+, on blan, bo$)

A! !oon a! blan, bo$ i! !ele+te' S(b%it E$"en!e re"ort

b(tton et! hihlihte' a! !hown below:


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c#ic* on %he -%%on

As soon as -%%on is c#ic*e& p 'o##o+in. shee% appears1c#ic* O*

Followin !heet a""ear! an' !heet !tat(! +hane! to Pai'


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CASE,5 A&"ance Amon% Gi"en Fa##s Less 0henExpense Incrre&

Entry) 26hen a'van+e iven4

Emp#o(ee A&"ance a/c DrTo Cash a/c

2when e$"en!e 'etail! bro(ht4

Expense a/c Dr To Emp#o(ee A&"ance a/c To Cash a/c

Pre"are +a!h a'van+e

Two !te"! are involve' in thi! Pre"are E$"en!e

Re"ort

For e$a%"le: A'van+e to Ga(rav %i!hra i! o& R! /000 b(t he

in+(rre' e$"en!e o& R! 7800)

Steps to be followed while giving advance:

Naviation: Main %en(9Travel E$"en!e!9 *a!h

A'van+e!9*reate Mo'i&y

E$a%"le: A'van+e iven to Ga(rav Mi!hra o& R! /000)

Entry) Gara" Mishra a/c Dr 5666To Cash a/c 5666


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En%er emp#o(ee ID o' %he emp#o(ee %o +hom a&"ance is

.i"en1 In %his case a&"ance is .i"en %o Gara" Mishra


C#ic* on a&&,

As soon as a&& -%%on is c#ic*e& 'o##o+in. shee%

appears,


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Enter a%o(nt in a%o(nt bo$)

*li+, !(b%it b(tton)

A! !oon a! !(b%it b(tton i! +li+,e' by (!er - &ollowin

!heet a""ear!- +li+, o,)


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A! !oon a! o, i! +li+,e' a'van+e !heet !tat(! et! +hane

to a""rove' &or "ay%ent an' i! rea'y to o to GL an' it

a""ear! a! &ollow!:



Ste"! to be &ollowe' while "re"arin e$"en!e re"ort in

+a!e o& ;)V when e%"loyee 3non e%"loyee +o%e! with

'etail! o& hi! e$"en!e! he in+(rre' aain!t the a'van+e

ta,en by hi%:


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Entry: Expense a/c Dr To Emp#o(ee non a&"ance a/c To Cash a/c

E$a%"le: Tra"e##in. $ Expense a/c Dr, :666 Uni"ersi%( Expense a/c Dr, 7;66 To Gara" Mishra a/c 5666 To Cash a/c 7;66

In thi! +a!e "re"are e$"en!e! re"ort:

NAVIGATION: Main men!Tra"e# $ Expenses! Expenses Repor%!

Crea%e/Mo&i'()

C#ic* on A&& a ne+ "a#e %a- an& en%er emp#o(ee ID 'or +hom

%o crea%e %he expense repor%1In %his case Gara" Mishra

emp#o(ee i& +i## -e en%ere&,

C#ic* on a&& -%%on a'%er en%erin. %he emp#o(ee i& c#ic* on a&&

-%%on an& 'o##o+in. shee% appears,

En%er %he &a%e,

Choose %he expense in expense %(pe1 i' expeses incrre& are


choose %he secon& expense in expense %(pe,


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In .ara" mishra case1 he incrre& %+o expense1 %here'ore 'or

a&&in. %+o expenses an& a&8s%in. i% a.ains% a&"ance %a*en1 -(

c#ic*in. on a&& si.n a ne+ ro+ is crea%e& an& secon& expense is


se#ec% app#(/"ie+ cash a&"ance in %he -ox as sho+n -e#o+, C#ic* on .o -%%on,

Fo##o+in. shee% appears

Fo##o+in. shee% appears


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I' %here +o#& -e an( a&"ance on %he emp#o(ee i% +i## appear here,

As Gara" mishra has %a*en Rs5666 as a&"ance 1 c#ic* on #oo* p1

'o##o+in. -ox appears sho+in. nm-er o' a&"ances on an emp#o(ee, As Gara" Mishra has %a*en one a&"ance on#(1 %here'ore on#( one

a&"ance is comin. here, As i% can -e seen 'o##o+in. in'orma%ion is comin.) %o%a# a&"ance

app#ie& is Rs 5666, %o%a# a&"ance app#ie& is Rs 5666, Expense %o%a# #ines is5 as %here are %+o expenses incrre& an& o'

%o%a# amon% Rs


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*li+, on blan, bo$)

A! !oon a! blan, bo$ i! !ele+te' S(b%it E$"en!e re"ort

b(tton et! hihlihte' a! !hown below:

C#ic* on %he -%%on

As soon as -%%on is c#ic*e& p 'o##o+in. shee% appears1c#ic*

O*


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As O* -%%on is c#ic*e& 'o##o+in. shee% appears


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Case,: A&"ance Is More As Compare&To Expense Incrre&

Entry : Emp#o(ee A&"ance a/c Dr

To Cash a/c

Expense a/c Dr

Cash a/c Dr

To Emp#o(ee A&"ance a/c

E$a%"le) Gara" Mishra a/c Dr 5666

To Cash a/c 5666

In +a!e o& e$"en!e 'etail !(b%itte'

Te#ephone Expenses a/c Dr ;66

Seminar $ E"en%s a/c Dr >66

Uni'orm Expenses a/c Dr :66

Cash a/c Dr

;66

To Gara" Mishra a/c

5666


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Pre"are +a!h

a'van+e

Three !te"! are involve' in thi! Pre"are E$"en!e

Re"ort

Pr

e"are re+on+ile +a!h a'van+e

For E$a%"le) A'van+e iven to Ga(rav Mi!hra i! o& R! /000 an' E$"en!ein+(rre' i! o& R!


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En%er emp#o(ee ID o' %he emp#o(ee %o +hom a&"ance is

.i"en1 In %his case a&"ance is .i"en %o Gara" Mishra


C#ic* on a&&,

As soon as a&& -%%on is c#ic*e& 'o##o+in. shee% appears,


En%er amon% in amon% -ox, C#ic* s-mi% -%%on,

As soon as s-mi% -%%on is c#ic*e& -( ser 1 'o##o+in. shee%

appears1 c#ic* o*,


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As soon as o* is c#ic*e& a&"ance shee% s%a%s .e%s chan.e& %o

appro"e& 'or pa(men% an& is rea&( %o .o %o GL an& i% appears as

'o##o+s)



6hen e$"en!e 'etail !(b%itte'

Telephone "#penses a/c Dr &00

'eminar ! "vents a/c Dr (00

)niform ! *ag "#penses a/c Dr +00

Cash a/c Dr &00

To Gaurav Mishra 2000

Pre"are e$"en!e! re"ort:


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NAVIGATION: Main menuTravel ! "#penses "#penses Report Create/Modif%:

Clic on $dd a ne- value and enter emplo%ee .D for -hom to create the

e#pense report,.n this case Gaurav Mishra emplo%ee id -ill e entered

Clic on add utton after entering the emplo%ee id clic on add utton and

follo-ing sheet appears

I& (!er want! to 'elete any row +li+, on = !y%bol

En%er %he &a%e,


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Choose %he expense in expense %(pe1 i' expeses incrre& are


choose %he secon& expense in expense %(pe, In .ara" mishra case1 he incrre& %+o expense1 %here'ore 'or

a&&in. %+o expenses an& a&8s%in. i% a.ains% a&"ance %a*en1 -(c#ic*in. on a&& si.n a ne+ ro+ is crea%e& an& secon& expense is


choose app#( cash a&"ance in %he -ox as sho+n -e#o+, C#ic* on .o -%%on, Fo##o+in. -ox appears1 se#ec% %he a&"ance a.ains% +hom %he

expense %o -e a&8s%e&

Pay attention on &ollowin Point!:

A'van+e I') Sele+t the a'van+e that yo( want to a'.(!tTotal a""lie': Enter the a%o(nt o& a'van+e that yo( want toa'.(!t i)e a'van+e a%o(nt i! R!)/000 an' the a%o(nt o& a'van+eto be a'.(!te' i! R!


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>alan+e) A! whole a%o(nt i! not a'.(!te' aain!t thee$"en!e! in+(rre'- balan+e !how! the the re%ainin a%o(nt o&a'van+e

*li+, on O? an' then !(%%ary !(b%it b(tton)

A! !oon a! !(%%ary !(b%it b(tton i! +li+,e' &ollowinbo$ a""ear!)

Ti+, the bo$ hihlihte'

A! !oon a! the bo$ i! !ele+te' !(b%it e$"en!e re"ort b(tton! ethihlihte' a! &ollow!)

*li+, the !(b%it e$"en!e re"ort b(tton)

Followin !heet a""ear!)


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*li+, o,)

Followin !heet a""ear!)

A&ter thi! o to Re+on+ile +a!h a'van+e:

Naviation: Main %en( 9 Travel e$"en!e!9ManaeA++o(ntin9Re+on+ile +a!h a'van+e)


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Te#ephone Expenses a/c Dr ;66

Seminar $ E"en%s a/c Dr >66

Uni'orm Expenses a/c Dr :66

Cash a/c Dr ;66

To Gara" Mishra 5666

Fo##o+in. Shee% appears

Sele+t the a'van+e i' whi+h yo( !ele+te' while "re"aration o& e$"en!e

re"ort an' a""lie' it on the e$"en!e!)

A! in +a!e o& Ga(rav Mi!hra A'van+e i' wa! 0000000


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Now !ee the in&or%ation +o%in on thi! "ae:

7, A!!o+iate' e$"en!e re"ort!= i& thi! a'van+e i' i! (!e' aain!t a'.(!tinany e$"en!e while "re"arin e$"en!e re"ort- it +o%e! in thi! bo$)

It +an +ontain %ore then one re"ort I' i)e one a'van+e i' +an be(!e' on %(lti"le re"ort! to !ettle the a'van+e i& any)

It al!o !how! the a%o(nt o& the a'van+e a""lie'

5, In "ay%ent! enter the 'ate on whi+h e%"loyee ret(rn the re%ainina%o(nt)

:, I& +a!h i! re+eive' in &or% o& +he(e then enter +he(e n(%ber an' i& notthen ive any (ni(e n(%ber or write !i%"ly +a!h )


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DIRE*T;OURNALS


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Clic on add a ne- value ta

'elect *) % clicing on loo up

"nter date

Clic on add

$' soon as user clics on add utton follo-ing sheet appears

"nter narration in long description o#

Clic on lines ta, on clicing line ta follo-ing sheet appears


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Clic on add sign in order to add more ro-s, for e#ample4

Cash a/c dr &00

To irar% fee &00

As %here are on#( %+o accon%s %here'ore %he nm-er o'

ro+ in &irec% 8orna#s +i## -e on#( %+o i' en%r( is #i*e

Cash a/c Dr @66

To on#ine Exam Fee a/c


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I f user wants to delete any row, select the row y tic!ing in select colou"n as

indicated y arrow sign and clic! on # sign i$e highlighted aove)

En%er accon% %ha% (o +an% %o &e-i% #i*e cash a/c in accon%

co#mn En%er amon% in amon% -ox

En%er %he accon% %ha% (o +an% %o cre&i% #i*e -oo* -an* scheme

En%er %he amon% +i%h si.n 1 remem-er %he accon% %ha% (o

+an% %o cre&i% i%s amon% sho#& -e .i"en +i%h ne.a%i"e si.n 3941

as sho+n -e#o+


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SRLBO77:

Sa"e %he 8orna# crea%e&,

On sa"in. s(s%em .enera%es 8orna# i& a%oma%ica##(1 messa.e appears

8orna# i& 666666655 is sa"e&,

o can see %he &escrip%ion o' accon% %ha% (o are &e-i%in. an&

cre&i%in. in 8orna# #ine &escrip%ion

I' en%r( is #i*e

Cash a/c Dr 7666

To Scr%in( 'ee a/c ?66

To Misce##aneos Receip%s a/c


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En%er accon% %ha% (o +an% %o &e-i% #i*e cash a/c in accon%

co#mn En%er amon% in amon% -ox

En%er %he accon% %ha% (o +an% %o cre&i% i,e misce##aneos

receip% a/c an& scr%in( 'ee En%er %he amon% +i%h si.n 1 remem-er %he accon% %ha% (o

+an% %o cre&i% i%s amon% sho#& -e .i"en +i%h ne.a%i"e si.n 3941

as sho+n -e#o+


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O%her +a(s %o a&& ro+s)

0ri%e nm-er o' ro+ (o +an% %o a&& in #ines %o a&& -ox #i*e i'

en%r( is as 'o##o+sCash a/c &r To scr%in( 'ee To on#ine exam 'ee

To -oo* -an* scheme To misce##aneos receip%s a/cAs i% can -e seen %o%a# nm-er o' accon%s are %here ; an& +hen

+e see 8orna# en%r( pa.e %here one ro+ comes -( &e'a#% as i%

can -e seen -e#o+ )


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%here'ore on#( < ro+s are %o -e a&&e&1 so +ri%e < ro+s in #ines %o

a&& -ox an& %hen c#ic* on si.n1 i% can -e seen -e#o+)

As +e c#ic* on a&& si.n1 s(s%em a&&s < more ro+s an& no+ i% can -e

seen ; ro+s are a&&e&,


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Entry) In case o' 2an* Char.es

2an* Char.es a/c Dr

To PN2 a/c or 2OI a/c

NAVIGATION) Main Men! Genera# Le&e.r ! orna#s ! orna# En%r(

! Crea%e/ Up&a%e orna# En%ries

Fo##o+in. pa.e +i## .e% open En%er &a%e

0hen -e#o+ pa.e opens en%er &escrip%ion in #on. &escrip%ion -ox


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C#ic* on #ines %a- Fo##o+in. pa.e .e%s open C#ic* on a&& si.n in or&er %o a&& one more ro+ 'or %he en%r(

Se#ec% -an* char.es a/c in accon% -ox an& en%er amon% in

amon% -ox Se#ec% -an*/ cash accon% in 5 n& ro+ an& en%er amon% in

ne.a%i"e si.n

C#ic* on sa"e,

Entry: In case o' -an* #oan in%eres%

In%eres% on #oan a/c Dr To 2an*/ cash a/c


47/88



Fo##o+in. pa.e +i## .e% open En%er &a%e

C#ic* on A&&,

0hen -e#o+ pa.e opens en%er &escrip%ion in #on. &escrip%ion -ox

C#ic* on #ines %a- Fo##o+in. pa.e .e%s open


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C#ic* on a&& si.n in or&er %o a&& one more ro+ 'or %he en%r( as

sho+n -e#o+

Se#ec% ine%res% on #oan a/c in rs% ro+ an& en%er amon% in

amon% -ox Se#ec% -an* / cash a/c in accon% -ox an& en%er amon% +i%h

mins si.n in amon% -ox, C#ic* on sa"e,

Entry ) In case o' &ona%ion recei"e&

2an* / Cash a/c Dr

To Dona%ion a/c




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Fo##o+in. pa.e +i## .e% open

En%er &a%e

C#ic* on A&&, Fo##o+in. pa.e .e%s open, En%er &escrip%ion in #on. &escrip%ion -ox



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sho+n -e#o+

Se#ec% -an* / cash a/c in rs% ro+ an& en%er amon% in amon%

-ox Se#ec% &ona%ion a/c in accon% -ox an& en%er amon% +i%h mins

si.n in amon% -ox, C#ic* on sa"e,

Entry ) Sa#e o' scrap i%em

2an* a/c Dr

To Income On Scrap Sa#e a/c


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Fo##o+in. pa.e +i## .e% open En%er &a%e C#ic* on A&&,

Fo##o+in. pa.e .e%s open, En%er &escrip%ion in #on. &escrip%ion -ox



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sho+n -e#o+

H

Entry) In%eres% On FDR

FDR a/c Dr,

To In%eres% a/c



Fo##o+in. pa.e +i## .e% open En%er &a%e C#ic* on A&&,


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Fo##o+in. pa.e .e%s open, En%er &escrip%ion in #on. &escrip%ion -ox



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sho+n -e#o+

Se#ec% FDR a3+in rs% ro+ an& en%er amon% in amon% -ox

Se#ec% Intere!t On FDR a/c in accon% -ox an& en%er amon%

+i%h mins si.n in amon% -ox, C#ic* on sa"e,


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A**OUNTS

PA#A>LE


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In Case O' AT An& 0i%ho#&in.

If withholding a%%licale on su%%lier

Re%e%ber i& vat or withhol'in i! a""li+able on the !(""lier

&ollowin lin, !ho(l' be there on vo(+her- an' i& lin, i! not "re!ent

on !(""lier an' wihtol'in or VAT i! a""li+able it %ean! VAT or

6ithol'in !et (" i! %i!!in

In case o' AT An& 0i%ho#&in.)

I' -o%h are app#ica-#e on sin.#e spp#ier %hen -o%h +i## appear


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.n Case 5f 6$T

.n Case 5f Witholding

The!e are the in'i+ator! o& vat a""li+ability an'

withhol'in a""li+ability


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Case7, Prchase o' asse% 'romspp#ier 3Preparin. Re.#ar ocher 4

Asse% a/c DR

TO Spp#ier a/c

E$a%"le:Comp%er prchase& 'rom AN s(s%ems

Comp%er a/c Dr

To AN S(s%ems a/c

In thi! +a!e a re(lar vo(+her will be "re"are'

Ste"! :Naviation) Main men! Accon%s Pa(a-#e!ochers!A&&/Up&a%e!

Re.#ar En%r(


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Se#ec% "ocher s%(#e re.#ar "ocher

Se#ec% spp#ier name 'rom +hom (o prchase& %he asse%,

En%er %he in"oice nm-er, En%er %he in"oice &a%e,

En%er %he .ross amon% ,

C#ic* on a&&,

On c#ic*in. a&& 'o##o+in. pa.e appears

Go %o in"oice in'orma%ion %a-, En%er %he accon%in. &a%e1 here %his %erm means %he &a%e on

+hich (o +an% %o -oo* (or asse% or expese in #e&.ers

Se#ec% %he accon% i,e %he asse% (o prchase& or expense (o

+an% %o char.e1 #i*e i' comp%er is prchase& %here'ore in accon%

comp%er sho#& -e chosen,


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C#ic* on sa"e,

Pay%ent o& a re!"e+tive Re(lar Vo(+her

ENTR#) AN S(s%em a/c Dr To Cash/ 2an* a/c

Firs% prepare re.#ar "ocher as sai& -e'ore

Go on pa(men% %a- as in&ica%e& in %he screen sho% 1 'o##o+in.

pa.e opens

Go %o pa(men% %a- en%er accon%in. &a%e1 -an*1 -an*accon% ,

In messa.e -ox pro"i&e &escrip%ion as &esire& From ac%ions -ox se#ec% recor& pa(men% op%ion , En%er pa(men% &a%e,

In re'rence .i"e cheJe nm-er an& i' pa(men% is ma&e%hro.h cash %hen .i"e some niJe nm-er,

Sa"e %he "ocher


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Case5, A&"ance To Spp#ier

3preparin. prepai& "ocher 4

Spp#ier a/c DrTo Cash a/c

E$a%"le:Rs 561 666 .i"en as a&"ance %o A&i%i S(s%ems

A&i%i S(s%ems a/c Dr 561666 To Cash a/c 561666

In thi! +a!e a "re"ai' vo(+her will be "re"are' )Naviation) Main men! Accon%s Pa(a-#e!ochers!A&&/Up&a%e!Re.#ar En%r(

B*li+, on a'' a new val(e tab


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Se#ec% "ocher s%(#e prepai& "ocher in case o' a&"ance%o a spp#ier,

En%er spp#ier name %o +hom a&"ance is .i"en,

En%er in"oice &a%e an& .ross in"oice amon%,

C#ic* on a&& -%%on,

Fo##o+in. pa.e appears

Sa"e %he %he "ocher

Go on pa(men% %a-,

Fo##o+in. pa.e sho+n -e#o+ .e%s open


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En%er Accon%in. &a%e on +hich (o +an% %o -oo* (or

a&"ance pa(men% %o spp#ier in -oo*s, Se#ec% %he -an* 'rom +hich a&"ance pa(men% is -ein.

&one1 an& i' cash pa(men% is -ein. ma&e %hen se#ec%cash in -an* -ox,

Se#ec% re+or' "ay%entin ac%ions -ox,

En%er pa(men% &a%e an& pa(men% re'rence,

Sa"e %he "ocher,

I' +i%hho#&in. is app#ica-#e on %he spp#ier %hen %here is a#in* a"ai#a-#e on in"oice in'orma%ion pa.e ca##e&+i%hho#&in. as sho+n -e#o+


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c#ic* on i% a +i%hho#&in. pa.e +i## -e open1 c#ic* onpos%pone +i%hho#&in. -ox as in case o' prepai& "ocher+iho#&in. is pos%pone&,

In +i%hho#&in. &e%ai#s (o can see0i%hho#&in. A%hori%(0i%ho#&in. T(pe0i%ho#&in. ris&ic%ion0i%ho&in. c#ass +hich means %o +hich ca%e.or( %his

spp#ier -e#on.s #i*e con%rac%or1 cons#%anc( accor&in.#(+i%hho#&in. r#e app#ies %o i% 1 %his a#so sho+s +hich r#e+i## -e app#ica-#e1 i' (o +an% %o o"erri&e (o can,

C#ic* on -ac* %o in"oice an& sa"e Go %o pa(men% %a- i' +i%hho#&in. %o -e pai& 1 en%er

accon%in. &a%e1 -an*1 -an* accon% , In messa.e -ox pro"i&e &escrip%ion as &esire& From ac%ions -ox se#ec% recor& pa(men% op%ion , En%er pa(men% &a%e, In re'rence .i"e cheJe nm-er an& i' pa(men% is ma&e

%hro.h cash %hen .i"e some niJe nm-er,


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Sa"e %he "ocher,

Ma*in. Pa(men% To A Spp#ier 3Lmpsm4

En%r() Spp#ier a/c Dr To Cash a/c,


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Fo##o+in. %hin.s can -e o-ser"e&)

>an, *o'e) 2OI 3-an* name 'rom +hich %hpa(men% is ma&e4

>an, a3+) a/c 'rom +hich pa(men% is.e%%in. -ein. -e &one

KEn%er spp#ier in remi% spp#ier %o +home pa(men% is -ein.&oneC#ic* on -i#& +or*shee% -%%on as sho+n a-o"e,KAs soon as (o c#ic* -i#& +or*shee% -%%on 'o##o+in. -e#o+pa.e .e%s open)


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I% can -e seen %here are %+o %a-s Man Pa( 0or*shee% an& App#(

ocher,

On Man Pa( 0or*shee% %a- 'o##o+in. in'orma%ion is comin.) Re%it S(""lier) Spp#ier &e%ai# $ Spp#ier name 2an* Name +i%h accon% as +e## as +or* shee% i& an&

+i%ho#&in. ca#c#a%e& i' an( 0hen a pa(men% +or*shee% +i## -e crea%e& s(s%em pro"i&es

a niJe +or*shee% i&1 on e"er( crea%ion o' +or*shee% a

+or*shee% I& +i## -e .enera%e& +hich +i## -e &i'eren% on

e"er( crea%ion, Tic* on app#( &iscon% i' an( ,

Go %o App#( ocher %a- 1 On c#ic*in. 'o##o+in. shee% appears)


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I% can -e seen a## %he "oches ma&e on %he spp#ier can -e seenhere +hose pa(men%s are %o -e &one

C#ic* on se#ec% a## i' pa(men% o' a## "ochers %o -e ma&e an& c#ic*on re'resh ,

No+ (o can see %he sm o' %he "ochers in pa(men% amon%1

#i*e in %his %o%a# pa(men% amon% sho+in. is Rs 551::>


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I' (o &on% +an% %o ma*e %he pa(men% o' 551::>1 (o can se#ec%%he "ochers on (or pa(men% &esire -asis -( c#ic*in. on se#ec%as sho+n -e#o+

A'%er (o se#ec% come %o man pa( %a- an& c#ic* on sa"e


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Prepa(men% App#ica%ion 3 Se%%#emen%O' A&"ance A.ains% The Re.#ar 2i## 4

STEPS


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Naviation : Main Men( 9 A++o(nt! Payable 9Pay%ent!9

Man(al Pay%ent An' Pre"ay%ent! 9A""ly Vo(+her! To

Pre"ay%ent!

As (o c#ic* App#( ochers To Prepa(men%s 'o##o+in. pa.e .e%s open

This pa.e main%ains %he &a%ai#s o' prepai& "ochers i' an( 1

o' %he spp#iers prepare& 'or %he a&"ances .i"en %o %hem,


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As ser can no% remem-er "ocher i& %here'ore c#ic* on

spp#ier #oo* p an& se#ec% %he spp#ier 'rom +hom (o

recei"e %he -i## a.ains% %he a&"ance .i"en %o him, As (o c#ic* on #oo* p 'o##o+in. pa.e opens

En%er %he spp#ier name in spp#ier -ox as hi.h#i.h%e&, An& c#ic* on #oo* p %a- an& %hen en%er spp#ier,

C#ic* on search


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As (o can see in screensho% one spp#ier has -een se#ec%e& a##

%he prepai& "ochers on %ha% spp#ier .e%s #is%e& Amon. %he "ocher i& s se#ec% %he a&"ance "ocher +hich (o

+an% %o se%%#e a.ains% %he -i## C#ic* on one "ocher i& an& 'o##o+in. pa.e appears)

See the "ae +are&(lly:

I% represen%s prepai& "ocher i&, Spp#ier i& +i%h spp#ier name Gross amon% o' "ocher


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To%a# a&"ance amon% app#ie& a.ains% -i## in or&er %o se%%#e

A"ai#a-#e amon% sho+s remainin. a&"ance on spp#ier so %ha% i%

can -e se%%#e& in '%re,

A""lie' Vo(+her bo$ !how! &ollowin I' %his "ocher is a#rea&( se& %o se%%#e a.ains% a -i## 3%he

re.#ar "ocher4 1 %hen %ha% re.#ar "ocher appears %o -e

here as sho+n -e#o+)

,

A""ly new vo(+her! to "ay%ent i! +olo(re' 2bl(e49 i%

sho+s %ha% %his prepai& "ocher is a"ai#a-#e 'or se%%#emen% an&i& it! +olo(r i! bla+,%hen i% is '##( se%%#e& no amon% #e'% in i%

'or 'r%her se%%#emen%

C#ic* on app#( ne+ "ochers %o pa(men%1 'o##o+in. pa.e opens)


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C#ic* on search1 %he re.#ar "ochers a"ai#a-#e 'or se%%#emen%

3app#ica%ion o' a&"ance4 +i## come #i*e as 'o##o+s

On a&i%i s(s%em %here are : re.#ar "ochers 'or se%%#emen% 1

se#ec% %he "ocher +hich (o +an% %o se%%#e -( se#ec%in. %he

hi.h#i.h%e& sJare -ox,

A'%er se#ec%in. %he "ochers 'or prepa(men% app#ica%ion c#ic* on

cop( /-ac* op%ion %o re%rn -ac* in or&er %o app#( %he

prepa(men%, As (o re%rn -ac* (o see %he 'o##o+in. pa.e,


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I ha"e se#ec%e& "ocher i& 666665;5< 'or prepa(men%

app#ica%ion1 %ha% "ocher +i%h "ocher i& an& "ocher

amon% can -e seen here,

No+ app#( -%%on is ac%i"e1 c#ic* on i% %o app#( a&"anceamon% o"er i% an& i' (o &on% +an% %o app#( %hen c#ic* on

se#ec% 'or napp#( sJare -ox as hi.h#i.h%e& an& c#ic* on

napp#( -%%on,

As soon as (o app#( pa.e chan.es %o as 'o##o+s

Now yo( +an !ee the &ollowin in&or%ation: Gro!! a%o(nt=amon% o' prepai& "ocher Total a""lie'=amon% o' a&"ance app#ie& / se%%#e& Available a%o(nt=amon% o' a&"ance no% se%%#e& 3 remainin.

amon% o' a&"ance on spp#ier4

Ear#ier (o can see app#( ne+ "ochers %o pa(men%

-ecame -#ac* no+ a'%er sa"in. i%1 a.ain chan.es -ac* %o-#e +hich means i% is ha"in. some amon% remainin.

+hich can -e app#ie& on o%her re.#ar "ocher 3pen&in.

a&"ance amon%4i,e 'or 'r%her se%%#emen% i% can -e

%i#i=e&,


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>ill A%o(nt i! %ore then a'van+e to !(""lier

Entry: Spp#ier a/c Dr

To Cash/ 2an* a/c

Asse% a/c Dr

To Spp#ier a/c

To Cash / 2an* a/c

E$a%"le) A&"ance %o spp#ier is Rs :666 an& -i## recei"e& 'or Rs ;666

Prepare prepai& "ocher 'or examp#e o' Rs :6661 as &irec%e&,

Prepare re.#ar "ocher an& sa"e i% no nee& %o .o on pa(men%

%a-,

Go to Main Men(9 A++o(nt! Payable9 Pay%ent! 9 Man(al

Pay%ent Pre"ay%ent 9 A""ly Vo(+her! To Pre"ay%ent, Se#ec% %he spp#ier 1 c#ic* on search 'o##o+in. pa.e +i## appear as

sai& -e'ore)


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As (o can see on pa.e %his prepai& "ocher is o' Rs :666 +hich

means Rs :666 is .i"en as a&"ance %o spp#ier 1 On#( Rs :666 -i## can -e se%%#e& ,

o recei"e& -i## o' Rs ;666,

C#ic* on app#( ne+ "ochers %o pa(men%1 se#ec% %he "ocher assai& -e'ore %hen c#ic* cop(/ -ac* op%ion %o re%rn -ac* an& (o

+i## no%ice %he 'o##o+in.)

Re.#ar "ocher amon% is Rs ;666 3-i## is recei"e& o' Rs ;6661 i%

is sho+n in schee amon% co#mn 4 an& a&"ance +as o' 8s%

Rs :6661 %here'ore on#( Rs :666 o' -i## +i## -e a&8s%e&

a.ains% %he a&"ance 3prepai& "ocher4, C#ic* on app#( an& sa"e,


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No+ (o can see in a"ai#a-#e amon% 6 is comin. +hich meansno amon% o' a&"ance #e'%,

App#( ne+ "ocher %o pa(men% a#so %rne& -#ac* +hich a#so

in&ica%es no%hin. is #e'% in a&"ance "ocher +ho#e Prepai& "ocher is app#ie& no+,

As on#( Rs:666 o' re.#ar "ocher is se%%#e& 1 Rs5666 is remainin.

o' %his "ocher an& i' an( e#se a&"ance is %here (o can se%%#e i%

-( %ha% 1 i' (o &on% &esire i% %o se%%#e i%1 %hen (o ha"e %o

mana##( pa( %his "ocher as &irec%e& -e'ore, Cop( "ocher i& o' re.#ar "ocher 'rom here,

Go to a++o(nt! "ayable9 Vo(+her!9A''3 U"'ate9 Re(lar

entry

Fo##o+in. pa.e opens,


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C#ic* on n& an exis%in.,

On c#ic*in. n& an exis%in. 'o##o+in. pa.e .e%s open

I' (o *no+ spp#ier name %hen en%er spp#ier name or 8s% en%er

"ocher i& (o copie& 'rom %here in "ocher i& -ox an& c#ic* on

search, ocher .e%s open,

Go on pa(men% %a- (o +i## no%ice %he 'o##o+in.,


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See pa(men% in'orma%ion -ox "ie+ a## is -#e co#ore& +hich is

&eno%in. %ha% in %his "ocher %here are more %hen 7 ro+, See a'%er "ie+ a## rs% 7 o' 5 is comin.1 +hich is sho+in. %ha% %his

"ocher is ha"in. %+o ro+s, C#ic* on "ie+ a## )

There are %+o pa(men%s) pa(men% 7 an& pa(men%5 in&ica%e& -(

arro+, One pa(men% is prepai& app#ie& an& one is %o -e pai&,There'ore pa( i% as &irec%e& -e'ore)


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Par%ia# Pa(men% O' Re.#ar ocher

o ha"e prepare& %he re.#ar "ocher as &irec%e&,

For !(+h ty"e o& "ay%ent! &ollow the below iven

'ire+tion!)

Naviation) Main Men ! Accon%s Pa(a-#e! ochers! Main%ain!

Se#ec%i"e Pa(men% Up&a%e

C#ic* on spp#ier i&, As (o en%er spp#ier c#ic* on search a## %he "ochers prepare&

'or %he spp#ier +i## -e &isp#a(e&1 se#ec% %he "ocher ,

As soon as (o c#ic* %he "ochers +i## .e% open, Se#ec% %he "ocher +hich (o &on% +an% %o pa( +ho#e 3'##

pa(men%4 Se#ec% %he op%ion sp#i% pa(men% En%er %he amon% (o +an% %o pa( in one ro+ an& .i"e %he

amon% (o &on% +an% %o pa( ,


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Sa"e %he "ocher,

Se#ec% p&a%e pa(men% op%ion , Go on -an* &e%ai#s %a-, Se#ec% %he -an* 1accon%1 en%er pa(men% &a%e,

Choose recor& pa(men% op%ion , Gi"e pa(men% re'rence, Sa"e %he "ocher,

For e$a%"le: I have "re"are' a re(lar vo(+her o& R!

7/@- an' I want to %a,e the "ay%ent o& R! /80 only

Naviation) Main Men ! Accon%s Pa(a-#e! ochers!

Main%ain! Se#ec%i"e Pa(men% Up&a%e I ha"e opene& %he se#ec%i"e pa(men% p&a%e op%ion an&

en%ere& %he "ocher i& in "ocher i& op%ion, As I c#ic* on search %he 'o##o+in. pa.e .e%s open)

No+ I +an% %o ma*e pa(men% o' Rs 5;6 on#(,

C#ic* on sp#i% pa(men% op%ion1 'o##o+in. pa.e .e%s open


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In .ross pa(men% I +i## +ri%e Rs 5;6 amon% an& Rs 7>> in

secon& ro+,

Remem-er %o%a# sm sho#& -e Rs C#ic* on sa"e 1 'o##o+in. pa.e .e%s open)

No+ s(s%em has crea%e& %+o pa(men%s1 as I ha"e %o pa( Rs

5;61 c#ic* on p&a%e pa(men% +hich is presen% in Rs 5;6 ro+, As soon as I +i## c#ic* 'o##o+in. pa.e +i## .e% open)


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Go %o -an* &e%ai#s %a- an& c#ic* on i%1 'o##o+in. pa.e +i##

come

I +an% %o ma*e pa(men% in cash %here'ore I +i## se#ec% cash

op%ion in -an* co&e1 cash in -an* accon% as sho+n -e#o+, For ma*in. pa(men% in pa(men% ac%ion I +i## choose recor&

pa(men% op%ion En%er pa(men% &a%e an& accon%in. &a%e, Sa"e %he "ocher, Pa(men% has -een &one,


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Documents

Peoplesoft AP / Expenses User Manual