Posting Expense Transactions

This chapter provides an overview of posting expense transactions and discusses how to:

• Post liabilities.

• Post payments.

Understanding Posting Expense Transactions

As expense reports and cash advances go through the approval and payment stages, you need to post the expense transactions. Expenses delivers posting mechanisms that adapt to the accounting practices and business operations of your organization. The predefined processes prepare liabilities and payments for final posting in your general ledger system.

See Also

Running Expense Transaction Processes

Posting Liabilities

This section provides an overview of posting liabilities and discusses how to:

• Post expense report liabilities.

• Post cash advance liabilities that generate payments.

• Post cash advance liabilities that do not generate payments.

• Post reconciled cash advance accounting entries.

Understanding Posting Liabilities

The Post Liabilities process creates the accounting lines for expense transactions that are used to generate journals for posting to General Ledger. This process uses defaults defined during implementation to generate balanced accounting entries for the appropriate accounting period in the General Ledger. The Post Liabilities and Unpost Expense Report processes use the EXACCRUAL Journal Template defined in the Business Unit 2 tab for the Expenses business unit definition. To post liabilities to the general ledger, navigate to the Expense Processes page and select the Post Liabilities check box. The Application Engine process populates the EX_ACCTG_LINE table with data staged for posting to the general ledger.

Note. If you use Commitment Control, all transactions must have a valid budget status in order to be eligible for the Post Liabilities process.

See Also

Using Commitment Control With Expenses

Posting Expense Report Liabilities

When posting expense report liabilities, the system debits actual expenses to the ChartFields you designate on the Expense Report - Accounting Detail page. The expense system then generates an offsetting credit to the expenses accrual account that you specified in the accounting entry template.

For example, here are the results if you post airfare and hotel expenses:

Posting Cash Advance Liabilities That Generate Payments

When posting liabilities for a cash advance paid from a cash advance source that generates a payment, the system debits the advance to the employee advance account and credits the expenses accrual account. You specify both accounts in the accounting entry template.

For example, here are the results if you post a cash advance that generates a payment:

Posting Cash Advance Liabilities That Do Not Generate Payments

When posting liabilities for a cash advance paid from a cash advance source that does not generate a payment, the system debits the advance to the Employee Advances account designated in the accounting entry template. The expense system then creates an offsetting credit to the ChartFields that were selected when the cash advance source was created.

For example, here are the results if you post a cash advance that does not generate a payment:

Posting Reconciled Cash Advance Accounting Entries

The Post Liabilities process generates new accounting entries when an employee pays an outstanding cash advance balance:

Posting Payments

The Posting Payments process generates the accounting entries to cash accounts to record payments and updates the expense transaction status from staged (STG) to paid (PD) status. These accounting entries are then used to generate journals for the General Ledger. To post payments, navigate to the Expense Processes page and select the Post Payments check box. The Application Engine process populates the EX_ACCTG_LINE table with data staged for posting to the general ledger.

In posting expense payments, the system credits the cash account you indicate in an external account when you define banks. The system also generates an offsetting debit to the expenses accrual account that you specified in the accounting entry template.

For example, here are the results if you post expense payments: