How do I post expenses against a unit?

Summary

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.
• If the expense is only an expected or estimate at this stage choose "Actual" - 'No'. This will still be taken into account on the profit screen but will not generate a posting to your nominal ledger. You can match it to an actual expense at a later date (see below).
• 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 for the expenses is linked to the expense accruals nominal code.

Matching Expense Records

If you choose to post an expected or estimated expense you should post the correct expense record when the actual value is known e.g. if you have posted an expected registration bonus which is later confirmed.

• Having posted the actual expense return to the [Expenses] tab.
• Highlight the actual expense and press <F7>.
• if there are only two expenses records the system will assume you are matching them and will ask you to confirm. Click [Yes] to confirm the match.
  • If there are multiple un-linked expenses you will be prompted to choose the correct record then click [OK].
  • Click [Yes] to confirm the match.

See also

• How do I deal with unit preparation/PDI?.
• How are unit expenses classified?
• Unit expenses explained
• How do I log a purchase invoice as an expense against a unit?
• How do I account for finance commission?
• How do I see all costs allocated to sold units?

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Keywords AND Misspellings

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