Payment Source
A payment source says who paid for an expense and which ledger account stands for it: petty cash, a company credit card, or the employee himself, to be paid back.
What it is for
Every Expense Submission names one payment source. On Save, the submission copies the source's Account onto itself, and the Post Expense Submission made from it carries that account into the ledger. A source without an account cannot be used.
Every field in plain words
| Field | What it means | What to put |
|---|---|---|
| Payment Source | The code | Required. Set when it is created |
| Name | What users see | Required |
| Account | The ledger account that stands for this source | Required. For petty cash, the petty cash account; for the employee, the employee payable account |
| Block | Stops it being picked | Tick to retire it |
The screen allows Clone, so a second source can start from the first.
Scenarios
- Staff pay out of pocket and are reimbursed with salary. One source, Employee, on the account the reimbursement is cleared from.
- Drivers spend from a petty cash float. One source per float, each on its own petty cash account.
What it is connected to
- Expense Submission - picks the source and takes its account.
- Post Expense Submission - carries the account to the ledger.
- General Ledger Account - the accounts.
If something looks wrong
- On the submission, "Account is not defined in Payment Source". The source has no Account. Fill it here.