Post Travel Expenses to G/L

The Posting Travel Expenses option is used to post travel expenses entered from the Debit/Credit Management section. This option is located under the Operations menu of the General Ledger module.

Travel expenses are advance payments for employees' expenses on out of office assignments.  The employees use this advance payment for expenses such as meals and travel that will be documented later.

In J-Guar, employee debits with travel expense type and employee expenses are recorded and tracked using the Travel Expense records. This transaction is performed using the Travel Expense Records option located under the Transactions menu of the Loan/Credit Management module.

Travel Expense records are used to record advances and employee expenses. Employee debit and credit records are accessed through travel expense records, and debit closing transactions are performed. The difference between the advance and expense is posted to G/L.

In order to post travel expense records, first the G/L connection group and/or code should be defined. Connection groups and codes are recorded using the G/L Connection Groups and G/L Connection Codes options located under the Definitions menu of the General Ledger module.

G/L Account Groups Used in Travel Expense Transactions 

G/L connection groups used in travel expense transactions are recorded by selecting Employee as the G/L connection group type, and then by specifying the G/L accounts to be used to track travel expenses.

Accounts to be used in posting are recorded on the Related Records menu by selecting the transaction type on the Connection Codes field of the window accessed by the following options

• G/L Accounts (Main Chart of Accounts)
• G/L Accounts (Second Chart of Accounts)
• G/L Accounts (Third Chart of Accounts)

The Travel Expenses G/L Codes are selected on the window accessed by clicking the connection codes field. The connection code information is recorded using the New option.

G/L Connection Codes

The G/L codes to be used to track travel expenses are specified using the Travel Expenses option located under the G/L Connection Codes menu.

Posting Defaults and Filters

Posting conditions are specified using the Defaults and Filters options on the Posting Travel Expenses window. The filter options and values are:

Defaults

Indicates information to be transferred as default into slips resulting from posting. Such as:

G/L Slip Date indicates the slip date resulting from the posting transaction.

G/L Slip Type indicates the slip type resulting from the posting transaction. Recorded slip types are listed, and a selection is made.

 

Filters

Travel expenses to be posted are specified using the options under the Filters heading. The options are: