ProDon:Expenditure Transaction Logging

Expenditure Transaction Logging

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CAUTION : This document is for VERSION 5 of Prodon. To go to the document for version 4, click here.

WARNING : This document is currently being edited/revised, it is possible that some parts are missing or obsolete.

Introduction

ProDon allows you to log expenditure transactions linked to donation occasions that have previously been defined in the "Adding/Editing an Expenditure Activity" section of the "Donation Occasion Management" document.

Adding an Expenditure Transaction

To add an expenditure transaction, first go to the "Transaction Management".

To do so, from the software home page, click on the "Transactions" menu, then select " Transactions".

After clicking on " Transactions", this window opens, go to the "Expenditures" tab.

A: In the "Expenditures" tab of the "Transaction management", click on the button, in order to add a new expenditure transaction.

After clicking on the button, this window opens.
A: Enter the transaction date. The current date is automatically entered by default.	B: By clicking on the button, select the donation occasion for which the transaction must be performed.
C: Select the expenditure by clicking on the button. The expenditure options have previously been added when creating the donation occasion.	D: Enter, if necessary, the activity for which the expenditure has been made.
E: Enter the General Ledger code that must be assigned to the transaction.	F: Select the tax(es) that will be applied to the paid item or service.
G: Enter the amount of the transaction in the first box, the 3 other boxes will be filled in automatically.	H: If no tax is applied to the transaction, check this box.
I: If the tax(es) amount must be calculated manually, check this box. It will then be possible to modify the boxes in G.	J: If an item is bought and that an inventory management is used in ProDon, select the item purchased.
K: Enter the number of purchased items.	L: Enter the supplier of the purchased item.
M: Allows you to write down a note relative to the transaction.	N: By clicking on " Confirm addition", the transaction will be registered and ProDon will go back to the transactions screen.

Verification and Transfer of Expenditure Transactions

Prior to transferring the transactions from the "Transaction management", it is preferable to make a verification using a report, to make sure that there is no mistake.

Verification of the Expenditure Transaction Batch

To verify a transaction batch before transferring it, go to the "Transaction management", then in the "Expenditures" tab.

In order to make sure that there is no mistake in the transactions to be transferred, generate the transaction batch report.
A: Go to the "Expenditures" tab.	B: Click on the button.

After clicking on the button, this window opens.
A: Select the "1. Expense transactions..." report.	B: Click on the " Generate" button.

After clicking on the " Generate" button, this window opens.
A: Select the "Untransferred transactions" option.	B: Choose the tax(es) to be entered on the report.
C: Click on the " OK" button.

After clicking on the " OK" button, the report opens.

A: Check each transaction to make sure that there is no mistake before transferring it.

If there is one or more mistakes in the transactions, correct them before transferring the transaction batch. To correct a transaction, go back to the "Transaction management", then double-click on the transaction to be corrected.

Transfer of Expenditure Transactions

Once the transactions are verified and contain no mistake, transfer the transactions.

A: Select the "Expenditures" tab.	B: Click on the button.

After clicking on the button, this window opens.

A: Click on the " Confirm" button to transfer the transactions.

The transactions are transferred and are no longer visible in the current list of the "Transaction management". They will be accessible from "Analysis and History", in the "Expenditures" tab.

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Document name: ProDon:Expenditure Transaction Logging
Version : 4.6.6.7

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