Expense journal (form)

  • Article

Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012

Click Project management and accounting > Journals > Expense. Select an expense journal, and then click Lines.

–or–

Click Project management and accounting > Common > Projects > All projects. On the Action Pane, on the Project tab, in the Journals group, click Expense. Select a journal line, and then click Lines

Use this form to create and post transaction lines for project expenses.

Tip

You can also create project expense transaction lines in the General journal form.

The following tables provide descriptions for the controls in this form.

Tabs

Tab

Description

Overview tab

Create and view transaction lines in the selected expense journal.

Enter identifying information and the cost price of the expense.

General tab

Enter details about an account, offset account, and sales tax.

Project

Enter or view project-specific information that is relevant to the expense transaction.

History

View the transaction history of the expense.

Buttons

Button

Description

New

Create a new journal that is based on the options that are selected Journals tab in the Project management and accounting parameters form.

Post

Open a menu that contains the following items:

  • Post – Post individual expense lines.

  • Post and transfer – Post error-free expense lines and transfer expense lines that contain errors to a new journal.

Note

The journal setup might prevent you from posting journals that other users created.

Validate

Open a menu that contains the following items:

  • Validate – Validate all expense lines in the journal.

  • Validate voucher only – Validate the current expense line.

Financial dimensions

Select the financial dimensions for the main account, the offset account, or the payment fee account, or from a journal or journal voucher.

Sales tax

View or modify the calculated taxes for the current expense line.

Inquiries

Open a menu that contains the following items:

  • Voucher – View ledger transactions for the current expense line.

  • Balance control – View the current balance for the associated ledger accounts that are set up for control.

  • Budget check errors or warnings – View the comparison of the value on the line and the budget amount that is available for that line.

Print

Open a menu that contains the following items:

  • Journal

  • Balances

  • Cash report

Trade agreement

View records for a selected price and discount group.

Transfer budget

Open the Create budget transfer form, where you can transfer budget amounts from one dimension value to another.

Fields

Field

Description

Journal 
(Total debit field group)

The total debit amount for the expense journal.

Per voucher 
(Total debit field group)

The debit amount per voucher in the expense journal.

Journal 
(Total credit field group)

The total credit amount for the expense journal.

Per voucher 
(Total credit field group)

The credit amount per voucher in the expense journal.

Per voucher 
(Budget check errors or warnings field group)

The results of budget checks.

Budget check results

The budget check icon for voucher lines that contain ledger offset accounts. The following icons are used:

  1. Red X – The budget check failed and the voucher cannot be posted to the ledger.

  2. Yellow triangle – The budget check passed with warnings.

  3. Green check mark – The budget check passed.

These icons are displayed only if budget control is turned on and Project expense journals is selected in the Select accounting journals area of the Budget control configuration form.

Budget check results can be affected by budget control settings for projects, over-budget permissions, and other budget control settings. For more information, see About budget control and Expense journal (form).

Project date

Enter the date that the project was posted to the journal.

Voucher

The voucher number for the transaction.

The voucher series is set up for the journal in the Voucher series field in the Journal names form. (Click General ledger > Setup > Journals > Journal names.)

The system-generated number cannot be modified if the number sequence is set to Continuous in the Number sequences form. (Click Organization administration > Common > Number sequences > Number sequences.)

Project

Select the project that the transaction is attached to.

Activity number

Select the activity for the transaction.

Category

Select the category for the transaction.

Worker

Select the worker who is attached to the transaction.

Description

Select the text for the transaction.

Quantity

Enter the number of units in the transaction.

Currency

Select the currency for the transaction.

Cost price

Enter or view the cost price of the hours spent on the transaction.

Sales price

Enter the sales price for the transaction.

Line property

Select the line property for the transaction.

Offset account type

Select the offset account type.

Offset account

Select the account number for the current offset account.

Note

You can set up a default offset account in the Chart of accounts form or the Vendors form.

Transfer

Select this check box to identify the transaction as a transfer. The transaction type name is used to identify the transaction type in other locations in the system.

Company accounts

Select the company account where the selected journal line should be posted.

Account type

The account type that the journal line will be posted to.

Account

Select the account that the journal line will be posted to.

Description

Select a description of the journal line transaction.

Sales tax group

Enter or view the sales tax group for the transaction.

Item sales tax group

Select the item sales tax group.

Sales tax amount

The sales tax amount for the journal line transaction.

Offset company accounts

Select the company accounts where the journal line transaction should be offset.

Offset account type

Select the account type where the journal line transaction should be offset.

Offset account

Select the offset account for the journal line transaction.

Offset-transaction text

Select a description for the offset journal line transaction.

Debit

Enter the debit amount of the journal line transaction.

Credit

Enter the credit amount of the journal line transaction.

Currency

Select the currency code for the journal line transaction.

Exchange rate

The exchange rate for the current currency.

Secondary exchange rate

The secondary exchange rate for the transaction.

Cross rate

The cross rate for the transaction.

Calculation method

The calculation method for the exchange rate for the transaction.

Transaction ID

The unique identification number for the transaction.

Sales currency

The currency that will be used when the project is invoiced.

Reported as ready by

The worker who reported the journal as ready for transfer.

Approved by

The worker who approved the journal.

Rejected by

The worker who rejected the journal.

Posted on

The date on which the journal was posted.

Errors detected

Any journal error messages.

Foreign company accounts

The foreign company accounts where the voucher has also been posted.

Foreign voucher

The voucher number in the other company accounts.

Date of import

The date that the journal will be imported.

Invoice declaration

(ISL) Modify the invoice declaration identification for the vendor. This field is available on the Invoice tab only if the Offset account type is Vendor. The invoice declaration identification for a vendor is specified in the Vendors form.

Note

(ISL) This control is available only to legal entities whose primary address is in Iceland.

See also

Posting restrictions (form)

Define budget exchange rates

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