Handling Payment in Full—Exercises

Basic Data Setup

Purpose: The purpose of these exercise is to learn how to create payment methods and connect the employee to the correct basic data for Employee Payment.

Payment Methods

Register Basic Data in the Employee window

Payment in Full

Purpose: The purpose of these exercises is to learn how to finalize payment of travel expenses without going through the payroll system.

Windows:
Expense Sheet
Payments in Full
Voucher Analysis
Transfer Payments
Employee Payments
Acknowledge Payments

Payment of Travel Expenses without Advance Payment

  1. Start by creating a new expense sheet in the Expense Sheet window. The travel dates should cover at least two days. Click the Expenses tab and enter some expenses. Save your changes.
  2. Confirm and authorize the expense sheet. 
  3. Open the Payments in Full dialog box. If necessary, update the values displayed as follows:
  4. Company ID field should be the company in which you are working.
  5. Payment Method field should be the payment method you created for transfer to the payment institute, or financial institution.
  6. Until Date field (This field is used to exclude the payment of expenses registered after a specified date.) should be today's date.
  7. Voucher Date field should be today’s date.
  8. User Group field should be AC.
  9. Voucher Type field should be S.
  10. Make a note of the voucher number created for your travel expenses. Query for your voucher in the Voucher Analysis  window. Is the voucher correct?
  11. Open the Transfer Payments dialog box. If necessary, update the values displayed as follows:
  12. Company ID field should be the company in which you are working.
  13. Method ID field should be the payment method you created for transfer to the payment institute, or financial institution.
  14. Payment Date field should be today’s date.
  15. File Name field should be C:\Temp. This is the path to the file you want to create. Add a file name to the path and name it after your user, e.g., C:\Temp\Alain1.txt. Note: If you have a problem creating the file, it can be because the location where you should save your file is different from the one stated here. Please ask your instructor where you should save your file, then click Browse and select the new location.
  16. Click OK.
  17. Open the Employee Payments window and find your expense ID. When you did the payment in full, a payment ID was created. Note the payment ID.
  18. Open the Acknowledge Payments window to acknowledge the payment of your travel expenses. Query for the payment ID you found in the previous step. Select the row and acknowledge the payment by right-clicking and then clicking Acknowledge Payment. Note the voucher number.
  19. A voucher is created for your travel expenses. Query for your voucher in the Voucher Analysis window. Is the voucher correct?

    20. Payment of Travel Expenses with Advance Payment in Cash

    1. Open the Employee Payments window and create a request for travel advances by entering a new row for your employee number.
    2. Select SEK from the List of Values for the Currency Code field and enter 1100 in the Currency Amount field.
    3. Select the cash payment method you created from the List of Values for the Method ID field. Save your changes.
    4. Authorize your request by selecting the advance, right-clicking and then clicking Authorize Payment.
    5. Right-click and then click Payment in Cash. If necessary, update the values displayed as follows:
    6. User Group field should be AC.
    7. Voucher Type field should be S.
    8. Payment Method field should be the same cash payment method your selected in Step 3.
    9. Payment Date field should be today’s date.
    10. Click OK and make a note of the created voucher number, or right-click and click View Payment Details to find the voucher number.
    11. Query for your voucher in the Voucher Analysis window. Is the voucher correct? 
    12. Create a new expense sheet in the Expense Sheet window. The travel dates should cover at least two days. Click the Expenses tab and enter some expenses. Save your changes.
    13. Click the Entertainment tab and enter some entertainment costs. Remember to create a guest list.
    14. Click the Payments tab and connect the advanced amount to the expense sheet. Confirm and authorize the expense sheet. 
    15. Open the Payments in Full dialog box.
      16. If necessary, update the values displayed as follows:
      1. Company ID field should be the company in which you are working.
      2. Payment Method field should be the same cash payment method your selected in Step 3.
      3. Until Date field (This field is used to exclude the payment of expenses registered after a specified date.) should be today's date.
      4. Voucher Date field should be today’s date.
      5. User Group field should be AC.
      6. Voucher Type field should be S.
    16. A voucher is created for your travel expenses. Query for your voucher in the Voucher Analysis window. Is the voucher correct?