154 adding expenses +++++++++++++++ the ledger expense accounting file is designed to contain a listing of all outgoing funds and money spent. - expense accounts must be num- bered at 500 or greater in the chart of accounts in order to appear in income statements & year-end accounting reports. - also - asset accounts numbered from 100 to 199 will appear with expense records. this will allow you to list the costs of purchasing asset items such as vehicles - boats furniture - land - signs -etc. as an expense for reporting purposes. - obtain a listing or print- out of your chart of accounts to refer to when adding expen- se records. then collect your records for outgoing funds such as receipts and cancelled checks. - when entering information the first data requested by the system will be the number of entries you wish to make. input that number and press the return key. - the screen will then clear to display the following- - date of expenditure (mmddyy) - enter a six digit represen- tation of the date. two digits for the month. two for the day and two for the year. - if you attempt to enter more than six characters or other data an error buzzer will sound. - when the date information is acceptable the system will continue to the next item. the screen will display- - type (cash-check-card-other) - this information records the type or source of the funds used in making the expenditure - enter the word 'cash' to rep- present cash purchases. - use the word 'card' for credit card expenditures. - use 'check' for items paid by check. - use the word 'other' for pay- ments or outgoing charges that do not fall into the above categories. an example might be bank charges that are auto- matically deducted from your accounts. - if you entered the word 'check' the system will re- quest that the check number be entered and display - - check number - - here you may enter up to 4 digits for the check number. - the next piece of ledger ex- pense information to be re- quested is the amount. the screen will clear to display- - amount - enter the dollar amount of the transaction. the system will accept amounts of .01 up to one million. amounts greater than one million must be divided into multiple entries. again if you at- tempt to enter an amount over 999999.99 or less than .01 the screen will request a new entry and the error buzzer will sound. - when providing any dollar figures do not use a dollar sign ($) or comma. - the screen will next display- - account code (xxx) - enter the three digit account reference number as requested and be sure that this number has been previously listed on your established chart of accounts. if it is not there an error buzzer will sound and a message will display on the screen. - the last item to be reques- ted will be a description of the expense. this is to be an elaboration of the chart of accounts title and give more detail of the ex- pense itself. on screen - - description - you have up to 24 characters to describe the expense. an example might be 'bank charge for deposit box' or 'phone bill for feb.'. - this process of requesting information will continue for the number of times you have requested. then you will be automatically returned to the systems main directory. - -