The New Purchase Expense form in TamilAccounting ERP allows you to record expenses related to purchases, including costs incurred during projects or general business operations. This form is essential for tracking expenses, managing project budgets, and ensuring accurate financial reporting.

Step-by-Step Guide to Filling Out the New Purchase Expense Form:

1. Project and Supplier Information:

   • Select a Project: If the expense is related to a specific project, select the project from the dropdown menu. This helps in linking the expense to the project for better budget tracking.
   • Supplier: Choose the supplier associated with the expense from the dropdown list. If the supplier is not listed, you can add a new supplier by clicking the "+" icon.
   • Tax Included: Toggle this switch to indicate whether the prices entered include tax. This affects how the tax is calculated and displayed in the expense details.

2. Expense Details:

   • Expense No: Enter a unique number for this expense record. This helps in tracking and referencing the expense in future.
   • Date: Set the date when the expense was incurred. This date is crucial for accurate financial reporting.
   • Reference: Enter a reference number or code associated with the expense. This could be an invoice number, purchase order, or any other relevant reference.
   • Prime Text New2: This field is customizable and may be used to capture additional details specific to your organization’s needs.
   • Test: Another customizable field for any additional information relevant to the expense.

3. Payment and Accounting Information:

   • Bank Account: Select the bank or cash account from which the payment will be made. If the account is not listed, you can add a new one by clicking the "+" icon.
   • Due Date: Set the date by which the payment is due. This helps in managing cash flow and ensuring timely payments.
   • Summa: Use this field for any additional notes or descriptions related to the expense sources.

4. Expense Items:

   • In the Expenses section, you will detail each individual item or service that makes up the total expense.
   • Expense: Select the type of expense from the dropdown list. If the expense type is not listed, you can add a new type by clicking the "+" icon.
   • CounterItem: If applicable, select the counter item that offsets this expense in the accounting records.
   • Tax Type: Choose the tax type that applies to the expense. This will determine how the tax is calculated.
   • Memo/Description: Enter a brief description of the expense item to provide context or details about the nature of the expense.
   • Amount: Input the amount for the expense item. This is the cost associated with the particular item or service.

5. Adding and Managing Expense Items:

   • After filling in the details for an expense item, click the Add button to include it in the expense list.
   • The form will automatically calculate the Sub-total for all added items.
   • Discount: If applicable, enter a discount percentage or amount that applies to the total expense.
   • Discount(-)/Round Off(+) Amount: Adjust the final total by applying additional discounts or rounding off the amount.
   • Grand Total: The form will display the grand total of the expense after all items, discounts, and adjustments have been added.

6. Memo and Attachments:

   • Memo: Add any additional notes or information relevant to the expense. This can include explanations, justifications, or any other context.
   • Choose File: Attach related documents or files by clicking the "Choose File" button. This could include invoices, receipts, or contracts.

7. Finalizing the Expense:

   • Add New: Click this button to save the expense record. This action will finalize the entry and make it available for financial reporting and budget tracking.
   • Cancel: If you decide not to proceed with the expense entry, click the "Cancel" button to discard the changes.

Summary:

The New Purchase Expense form is a critical tool for accurately recording and tracking expenses in TamilAccounting ERP. By carefully filling out each section, you can ensure that all purchase-related expenses are properly documented, linked to the appropriate projects or accounts, and prepared for payment processing. This helps in maintaining accurate financial records and effective budget management.