How do I post expenses against a unit?

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This article explains how to post expenses against a unit, and how expenses get posted against a unit.

More Information

Units: Unit is a general term used to cover all types of vehicle and machinery, including items such as motorcycles, scooters, cars, trucks, vans, caravans, motorhomes, boats, tractors, ATVs, agricultural equipment, wholegoods and construction equipment.

Most of the expenses against a unit are likely to be generated from work done by the workshop to prepare a unit for sale, be it a pre-delivery inspection of a new unit or preparation of a used unit.

This aspect of expenses is dealt with in the articles listed at the bottom of this article.

Posting expenses directly against a unit

Use the following procedure for any expenses not generated by the workshop.

Go to " Unit Sales Add or Edit Units".

  • Find the unit against which you want to post expenses.
  • Edit the unit record.
  • Press <F7> to show the Expenses screen.
    • If there are no expenses against the unit, the entry screen will appear immediately.
    • If there are expenses against the unit, press <F6> to create a new expense.

Creating a New Expense

  • Enter the date that the expense was incurred. You should have an invoice or receipt of some description from which to enter the date.
  • Enter a description of the expense.
  • Enter the cost (excluding V.A.T.).
  • Enter a reference, e.g. the invoice or receipt number.
  • Enter a Unit Sales Category against the expense if required.
  • Decide on a "Type" for the expense. Your choices are 'Unit', 'Accessory' or 'Cost of Accessories'. This will define where on the Profit screen the expense will appear, and use your skill and judgement to decide where it should go.
  • Press <Esc> and accept the expense.
  • Repeat as required.
If you are on an automatic cost of sales system this will generate a Nominal Ledger posting to debit or credit the expense accruals code, usually Z944, and credit or debit the stock of expenses for new (70101) or used (71101) units. This is dependent on the status of the unit. See Nominal integration for some useful flow charts to explain this process.
If you are on an automatic cost of sales system you should make sure the purchase centre you post the invoice or credit note to is linked to the expense accruals nominal code.

See also

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Keywords AND Misspellings
unts expenses, reg bonus, advertising, sub contract, expenses, pdi, prep, workshop costs, vehicle costs