Fixed assets > Fixed assets > Expenses 

Use this function to manage the set of expenses. These expenses can be recorded from:

It is also used in certain conditions to create, change, or delete an expense and to print the expense journal. See Other conditions) for details.

When expenses can be capitalized, you can select them to construct fixed assets using the Capitalize button in the Fixed assets function.

    Prerequisites

    SEEREFERTTO Refer to documentation Implementation

    Screen management

    The entry screen is made up of a header displaying the expense identification information and one to three tabs, according to the level of detail required and the entry screens set up in the Job object transactions.

    The three standard tabs are the following:

    • The Main tab contains the different characteristics as well as the valuation and account allocation information for the expense.
       
    • The Allocations tab is used to enter the geographical, analytical, economic and budgetary allocations for the expense.
       
    • The Other info tab is for free fields.

    The left list contains several lists:

    • Expenses displays the list of all the existing expenses or those corresponding to the selection carried out,
    • Grouped expenses only displays the expenses that have been grouped with the expense currently being viewed, in order to construct a fixed asset,
    • Capitalized expenses displays all the expenses available to generate an asset.

    Header

    Presentation

    The header contains the expense identification information, such as the financial site to which it is allocated, its reference, its line number, and its description.

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    Fields

    The following fields are present on this tab :

    Block number 1

    This field displays the company for the financial site.

    This mandatory field is used to enter the financial site to which the expense belongs.

    The choice of the financial site is subject to management and authorization rules given to the user.
    The site can also be automatically loaded, by default, with the financial site reference previously displayed. It is possible to activate/deactivate this load by default, via the setup REMAFCY -  Persistence of the site, defined in the AAS chapter - Fixed assets.

    If the user is limited to a single site, the financial site is automatically loaded and cannot be modified.

    • Events (field EVTLIST)

     

    Block number 2

    • Reference (field CODLOF)
    An expense is identified in a unique way using a reference with up to 20 alphanumeric characters and a line number.
    The management of this reference depends on the value of the LOFAUTNUM - Exepnse numbering parameter:
    • This reference must be entered if automatic numbering is not managed (the setup has the value None).
    • It cannot be entered if the setup has the value: Mandatory. This reference will be automatically assigned when validating the creation.
    • It can be entered if the automatic numbering is Optional. Otherwise, it will be automatically assigned.

    The reference assigned automatically to the expense is based on the sequence number counter assigned to the Expense referencesection of the Fixed asset module (Sequence number counter Structure and Sequence number counter assignment functions).

    • Line no. (field LINLOF)
    For each reference, the value of the first line number is 1. Each number is then incremented by 1, either when launching the "+1" action, either at the time of the expense split action.
    • Description 1 (field DES)

    Description for the expense. When you link an expense from the Expense creation utility, it is noted here automatically.

    • Description 2 (field DES2)

    Complementary description for the expense.

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    Tab Main

    Presentation

    The main tab is used to enter:

    • Descriptive information including the object of the expense: the references for the supplier, product, order, date, types and invoice references as well as the transaction currency,
       
    • The accounting group as well as the info linked to VAT management: activity sector as well as the various coefficients used to infer the deductible VAT coefficient.
      Note: for companies which are not subject to the French legislation, only the deductible VAT coefficient is used and thus displayed.
    • The valuation amounts for the expense expressed in the transaction currency and converted into the company currency.
       
    • The account allocation of the expense in the CoA plan and if it is managed, in the IFRS plan. The CoA plan is used to specify the allocation retained in the company accounts (national accounting standards). The IFRS plan is used to specify the allocation retained in the consolidated accounts (IAS/IFRS).

    In the case where the Field associations are set up for the Expense object, the Groupcan determine the different field values, including the account allocations.

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    Fields

    The following fields are present on this tab :

    Acquisition

    This field is used to enter the supplier.

    • Order (field ORDBUY)

    This field enables the user to precise the description of the order.

    This field enables the user to specify the reference of the purchased item.
    The selection list only displays the items referenced as being Capitalized. If a Group code is specified in the item setup, the Group field is automatically filled in with this code.

    Product management unit. It is in this unit where the quantity is expressed.

    • Quantity (field QTY)

    Product quantity.

    • Invoice type (field TYPVCR)

    This field enables the user to specify the type of the supplier invoice originating the expense. The default value is 1 - Invoice. If the type is: 2 - Credit Memo, the positive amounts will turn into negative amounts, and vice versa for the other types of invoices (except for the Invoice type, which can have a negative amount).
    The amounts entered in the free text sections will be saved with the sign specified by the user.
    Update 8.0.0 and higher:
    When the expense has been generated automatically after a discount line creation, the invoice type is: Early discount/Late charge and cannot be modified.

    • Invoice (field BPRVCR)

    This field enables the user to specify the reference of the supplier invoice originating the expense. 
    Update 8.0.0 and higher:
    When the expense has been automatically generated after the creation of a discount line, the field displays the payment reference (of the purchase invoice or BP supplier invoice).

    • Invoice date (field DATVCR)

    This field enables the user to precise the date of the supplier invoice originating the expense. This date automatically fills in the Account posting date if it is not filled in.

    This field enables the user to define the currency in which the expense was made.

    • Rate type (field CURTYP)

    This field enables the user to define the exchange rate type to be used when the expense is expressed in a currency different from the company currency. When the transaction is expressed in the company currency, this field is not available.
    This type of currency rate is also used to value the expense amount in IAS currency. This conversion is performed only in case the expense is capitalized when it is created in direct entry.

    • Currency rate (field RATCUR)

    This field enables the user to define the exchange rate type used when the expense is expressed in a currency different from the company currency. This field cannot be accessed when the transaction currency is the same as the company currency.

    Characteristics

    This field is used to enter the accounting Group.
    When an Item reference is entered, the group will automatically receive the group code specified in the item setup. It can be modified if the expense is not capitalized or not issued from the validation of a purchase invoice. 
    In the case where the field associations are set up for the Expense object, the accounting group can define the values of different fields, including the account postings.

    Taxes

    • VAT segment (field ACT)

    The VAT sector must be previously defined, for the company, in the Activity sectors setup function. It is used to determine the taxation and liability coefficients that play a role in the determination of the expense deduction coefficient.
    This information is optional. Instead of being entered, these coefficients will take the value 1 by default.

    • VAT segment description (field SACDES)

    Activity sector description.

    • Validated (field FLGVAL)

    This check box is only displayed when the following conditions are met:
    - the company is submitted to the French legislation
    - the VAT rate recovered differs from 100%.
    - the setup VATAUTVAL - VAT Automatic validation is set to No.

    It is used upon creation of an expense via validation of an invoice or document. Then, the user can validate the VAT coefficients allocated by default to the expense created, after having updated them, if necessary. This validation is mandatory in order for the expense to be capitalizable.
    The box can no longer be viewed after validation.

    • Adjust coeff (field ASJCOE)

    The liability coefficient only appears when the company is submitted to the French legislation .
    It reflects the proportion of use of the asset for taxable operations.
    Its value, contained between 0 and 1 (ranges included) plays a role in the determination of the VAT deduction coefficient and collected VAT rate.
    It can be loaded with the one associated with the VAT sectorentered. By default, it is initialized to 1 and can be modified.
    If the activity sector is not entered and the 0 value is assigned to it then the taxation coefficient is forced to 0 and can no longer be modified. Conversely, if every other value is assigned to it, then the taxation coefficient systematically takes the value 1 and can still be modified.

    • Taxation coeff (field TAXCOE)

    The taxing coefficient illustrates the following principle: concerning taxable operations, only the tax on expenses used for operations allowing deduction can be deducted
    Its value, ranging from 0 to 1 (including the limit values) plays a role in the determination of the VAT deduction coefficient and collected VAT rate.
    It is automatically fed with the value of the provisional taxing coefficient associated with the entered VAT sector, and it can be modified.
    If no VAT has been entered, it is initialized by default as follows:
    - to the value 1, on direct creation of an expense,
    - to the value corresponding to the VAT rate collected from the invoice, for an expense created by posting an invoice.
    When it is modified, it is considered to be forced. The right-click option Recalculation by applicationthen becomes available, which cancels the forced value of the coefficient, retrieves the temporary coefficient associated with the sector of activity or the initial value if no VAT sector has been entered, and re-calculates the deduction coefficient and the collected VAT rate and amounts.

    • Admission coef. (field ADMCOE)

    The liability coefficient only appears when the company is submitted to the French legislation.
    It depends on the regulations in force and shows the maximum tax proportion a liable is authorized by the legislation to deduce on an expense.
    Its value, contained between 0 and 1 (ranges included) plays a role in the determination of the VAT deduction coefficient and collected VAT rate.
    Its value can be determined by the associations. It is loaded to 1 by default.

    • Deduction coef (field DEDCOE)

    This field displays the Annual deduction coefficient. Its value, automatically calculated, corresponds to the multiplication of liability, taxation and admission coefficients, rounded with 2 decimals higher.
    It is used, upon asset creation and then completion of the annual VAT adjustment process linked to the determination of definitive coefficients, to determine the collected VAT rate.

    Valuations

    Transaction currency

    • Amount - tax (field AMTNOTCUR)

    This field displays the expense amount ex-tax, expressed in the transaction currency. If the invoice is of the type Credit memo, any positive amount entered will be automatically changed to a negative amount.

    • Invd VAT rate (field RATVAT)

    This field displays the rate of applied VAT.
    If the expense originates from an invoice validation or accounting entry validation/entry, the displayed rate is taken from the source document. This has no particular significance: the invoice VAT amount is not recalculated but forced with the total of invoice VAT amounts of the attached expenses.

    • VAT invoiced (field AMTVATCUR)

    This field displays the invoiced VAT amount, expressed in the transaction currency. It is automatically calculated based on the ex-tax amount and invoiced VAT rate. The amount then calculated can be modified by the user (except if the expense comes from the entry of a MO-type document). The entry of a VAT amount equal to 0 is allowed. In that case, the rate is automatically set to 0.
    If the expense originates from the validation of an invoice or validation of an accounting document, this value is not calculated from the displayed rate: it is forced with the invoiced VAT amount of the source document.

    • Recovered VAT (field RATVATREC)

    The VAT recovery rate cannot be entered. It is loaded with the deduction coefficient.
    If the expense originates from the validation of an invoice or validation/entry of an accounting document, the displayed rate is taken from the source document. However, this is not significant: the recovered VAT amount is not recalculated but forced with the total of recovered VAT amounts of attached expenses. However, in case of modification of one of the VAT coefficients, or of the activity sector, the rate is recalculated and used to define the recovered VAT amount.

    • VAT recovered (field AMTVATRCUR)

    This field contains the recovered VAT amount in transaction currency. It is automatically calculated based on the invoiced VAT amount and the collection rate. The amount thus calculated can be modified by the user only if the collection rate is different from 0% and lower than 100%.
    The entry of a recovered VAT amount equal to 0 is allowed. In that case, the rate is automatically set to 0.
    If the expense originates from the validation of an invoice or validation/entry of an accounting document, this value is forced with the recovered VAT amount of the source document. It is recalculated in case one of the VAT coefficients or the activity sector are modified, thus defining a new recovered VAT rate.

    Company Currency

    • Amount - tax (field AMTNOTCPY)

    The amount ex-tax of the expense in the company currency. This amount is automatically calculated based on the expense amount ex-tax in the transacton currency and the rate of the transaction currency.

    • VAT invoiced (field AMTVATCPY)

    The invoiced VAT amount expressed in the company currency. This amount cannot be entered. It is automatically calculated based on the VAT amount in the transacton currency and the rate of the transaction currency.

    • VAT recovered (field AMTVATRCPY)

    The collected VAT amount expressed in the company currency. This amount cannot be entered. It is automatically calculated based on the collected VAT amount in the transacton currency and the rate of the transaction currency.

    Asset

    This field displays the reference of the financial asset which the expense, when it has been capitalized, is linked to. The Capitalization of an expense action is done from the Financial asset screen.   
    • Asset link (field FLGLIKAAS)

    Tick box non modifiable, automatically activated when the expense is linked to a financial asset.

    • Principal expense (field FLGLOFMAI)

    Tick box non modifiable, automatically activated during the capitalisation operation of the expense if it has been designed as Principal expense.

    • Improvement (field KMDRFLG)

    This flag, that cannot be entered, is reserved to the Polish legislation and submitted to the KPL activity code.
    When this flag is activated, it means the expense was involved in the modernization of the asset to which it is attached.

    Accounting allocations

    • Date (field DATIMP)

    This field contains the expense posting date. Entering a date less than the invoice date is not authorised. When this field is not filled in, it is automatically filled in with the invoice date.

    • CoA nature (field GACACN)

    This field contains the accounting nature: fixed asset in process, fixed asset in service, cost, other.

    This field displays the CoA account, i.e. the accounting classification of the expense towards the national norms.

    The original CoA account is systematically equal to the CoA account as long as the expense is not capitalised. When linking to an asset, the CoA account of the expense has the value of the asset CoA account. The original CoA account stays unchanged and enables the user to keep a trace of the initial posting.

    This field contains the journal in which the expense is recorded. It is loaded, by default, with the journal code entered at the level of the DDEFJOU parameter.

    • IFRS nature (field IASACN)

    This field displays the nature of the IAS/IFRS account.

    This field displays the IAS/IFRS account, i.e. the accounting classification of the expense towards the IAS/IFRS national norms.

    The original IFRS account is systematically equal to the IFRS account as long as the expense is not capitalised. When linking to an asset, the IFRS account of the expense has the value of the asset IFRS account. The original IFRS account stays unchanged and enables the user to keep a trace of the initial posting.

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    Tab Allocations

    Presentation

    This tab is used to enter the different allocations for the expenses:

    • Geographical allocations by specifying the site and location.
       
    • Analytical allocations by describing the recipient of the expense and, either the distribution key that determines these allocations, or directly the analytical sections for the defined axes.
       
    • IAS/IFRS allocations by entering the UGT as well as both IFRS sectors on which the expense is allocated.
       
    • Budgetary allocations. These allocations can be specified for information purposes.
       
    • Subsidies: it is possible to specify is the expense is subsidized. In this case, when the investment project, which the expense is posted to, benefits from one or several grants, the grant amount allocated to the expense is filled automatically by the Grant calculation processing. When the expense is linked to a financial asset which subsidy depreciation plan was closed and the Reconsideration of the previous subsidy is prohibited (GRTPRVUPD parameter to No), the process of the fiscal year closing of the Accounting and fiscal contexts activates the forcing flag of this amount in order to prohibit its update (and the update of the depreciation base of the asset on the subsidy plan).
       
    • Otherwise, the Source section specifies if the expense comes from a supplier BP invoice, purchase invoice, or stock issue, in which case the ..\FCT\GESLOF_01.jpg button is used to go to the management function of the element from which the expense creation originated.

     

    Fields

    The following fields are present on this tab :

    Analytical

    This field is used in creation mode to enter an analytical distribution key, previously defined in the Analytical allocations function (GESDSP). Click the Jump-to icon in the field to access this function. Entering a distribution key disables the entry of analytical sections.

    Grid

     

    An Analytical dimension is a part of the analytical general ledger accounts. It is divided into Analytical dimension types where each dimension type constitutes a particular breakdown of the company into a set of analytical payment attributes.
    The setup of the folder permits the definition of 1 to 9 dimension types.
    An analytical dimension is thus an analytical payment attribute within a dimension type. The dimensions of a dimension type represent the Analytical plan of the dimension type.
    This field is used to enter the analytical dimension to which the current recording is allocated.

    The entry of analytical dimensions can be set to mandatory using the setup carried out at the level of the Company (Accounting tab).
    In creation mode, allocations can be initialized with respect to the setup of Default dimensions (FXDASSETS code for assets and expenses, FXDGRANTS for subsidies and FXDLEASE for lease contracts).

    Block number 1

    This field is used to enter the recipient of the purchase.

    Economic

    This field is used to specify the treasury generating unit to which the expense is posted.

    Source

    • Additional info (field CPMCREORI)

    This field, which cannot be entered, is loaded only when the expense is created by an invoice validation or by the entry or validation of an accounting entry. It displays the type of document which originated the expense.
    The button ..\FCT\GESLOF_01.jpg is then available and makes it possible to tunnel access the invoice or entry management function.

    • Detail line (field LIGORI)

    This field, which cannot be entered, is loaded only when the expense is created by an invoice validation or by the entry or validation of an accounting entry. It displays the line number of the invoice or entry.

    • Analytical (field ANALIGORI)

    This field, non enterable, is loaded only when the expense is created by an invoice validation. It is displaying the analytical invoice line number.

    This field, which cannot be entered, is loaded only when the expense is created by an invoice entry or validation. It displays the type of entrybeing used.

    Subsidy

    • Subsidized (field FLGGRA)

    This indicator enables the user to precise if the expense is subsidised; in that case, it is mandatory to fill the reference of an investment project which at least one subsidy with the Pending nature is linked to.

    • Sub strgth (field FLGAMTGRA)

    This forcing flag can be activated:
    1/ Manually, when the user wishes to enter the amount of the subsidy assigned to the expense.
    2/ Automatically, by the fiscal year closure processing of the Accounting and financialcontext, when the GRTPRVUPD - Reconsideration earlier subsidy setup is set toNo and that the expense is linked with a financial asset, which subsidy plan has been closed.
    3/ Automatically, in the case of financial asset issue to which the expense is assigned.
    The amount entered or calculated in this way can no longer be modified by the Subsidy calculation processing

    • Subsidy amount (field AMTGRA)

    The subsidy amount corresponding to the expense is automatically calculated through the Subsidy calculation processing.
    However, it can still be entered after activating the forcing flag.
    Right-clicking To be recalculated is used to cancel the data entry and to reset the field.

    Budget

    • Fiscal year (field FIYBUD)

    This field is used to specify the budget financial year in which the expense has been planned.

    This field is used to specify the reference for the investment project for which the expense has been planned.
    This project should not be attached to any company or attached to the same company as the expense.
    If the expense is subsidised, it is mandatory to fill the reference of an investment project which at least one subsidy with the Pending nature is linked to.

    This field is used to specify the investment budget reference for which the expense has been planned.

    This field is used to specify the investment request reference for which the expense has been justified.

    This field is used to specify the market number in which the expense is registered.

     

    Tab Other info

    Presentation

    This tab is dedicated to the management of free fields. The number of free fields managed, their titles, the miscellaneous tables assigned to the control of the Code-type free fields and the currency for each Amount-type free field depend on the setup carried out at Free field properties level.
    These free fields are to be used according to the management requirements, to store the data not covered by the Main and Allocationtabs.

    It also displays information useful to the expense tracking: origin of the creation (transaction entry, import or split, etc.), code of the user at the origin of the creation followed by the creation date, and finally the code of the user who carried out the last modification followed by the date of this modification.

    A button displays a window presenting the journal of the events generated for the expense.

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    Fields

    The following fields are present on this tab :

    Codes

    Enter an alphanumeric value that can be linked to a miscellaneous table.   

    Amounts

    • field USRFLDM1

    Enter an amount, expressed in a currency based on the Free field properties settings.

    Coefficients

    • field USRFLDC1

    Enter a value for the coefficient  type.

    Dates

    • field USRFLDD1

    Enter a value for the date type.

    Record tracking

    • Entry origin (field CREORI)

    This field displays the origin of the record.

    This field displays the user who created (entered) the record.

    • Date (field CREDAT)

    This field displays the creation (entry) date of the object.

    This field displays the user that made the last modification on the recording.

    • Date (field UPDDAT)

    This field displays the date of the last modification entered for the object.

    • Events (field EVTLIST)

    Click the Events icon to display the event log for the object.
    The list can be limited to the events matching the selection criteria. These criteria correspond to the displayed information: the depreciation plan (if required), the user originating the event, the creation date and time, the effective and posting dates, as well as an indicator specifying if the event has already been posted or not.
     
    Special features :

    • Change in accounting allocation (FASCHGIMP) and Analytical/geographical transfer (FASAFFAGE) events:
      The icon ..\FCT\FASTRFC_01.jpg, placed in the line header, indicates that it is a Main event to which Secondary events are attached. By double-clicking on the icon, the list of events is displayed in the form of a tree structure. (Refer to the description of the Accounting allocation changeand Analytical/geo transfer processes).
    • Revaluation (FASREEVAL), Change in method(FASMTC) and Production plan change (FASCHGPPL) events, generated on a company submitted to the French legislation (FRA):
      The icon ..\FCT\GES_FAS_03.jpg, placed at the end of the line, indicates that the depreciation plan before action has been archived in a dedicated table. It can be displayed from the detailed inquiry of the event (see below Archived plan).

    From the Action icon menu on a line, select Detail to view the event content, detailed over several tabs:

    - The General tab displays the information linked to the creation, modification and posting of an event, with the possibility to move by selecting Details from the Action icon on the journal number to view the Accounting entry created to post the event.
     
    - According to its nature, the other information saved on the event is displayed in the Alphanumerical, Numerical, Local menu or Dates tabs.
     
    - The Archived plan tab is only loaded for the Revaluation (FASREEVAL), the Change in method (FASMTC) or the Change in production plan (FASCHGPPL) events and only if the asset belongs to a company subjected to the French legislation. In this case, the icon ..\FCT\GES_FAS_03.jpg is displayed along with the depreciation plan to specify that the plan has been archived.
    The tab displays the depreciation plan (or the production plan) of the asset as it was before the action that has generated the event (revaluation, change in method or change in the production plan). This information is included in an archiving table (DEPRECARC) which primary key is composed of the event identification information: Type of event (FASMTC, FASREEVAL or FASCHGPPL) and Event time stamp.

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    Other conditions

    Creation

    Modification

    • The expense data attached to a financial asset is no longer modifiable, with the exception of the data in the free fields.
       
    • For an expense from the validation of a purchase invoice, a supplier BP invoice or an import, only headings which are not from the invoice or not loaded through import can be accessed. After entry and validation, this information can not be modified.

    Deletion

    The deletion of an expense is prohibited in the following cases:

    • it is capitalized (linked to a financial asset).
    • it is taken from another module (validation of a purchase invoice, a supplier BP invoice etc.) or an import.

      SEEINFOTo be able to correct potential errors, the ADMIN user and any other authorized user can still deleted an expense (if not capitalized) taken from another module.User authorization is set up using the user parameter LOFDELAUT - Expense deletion authorization (AAS chapter, AUZ group).


       

    Preset queries

    The following preset queries are available as standard in the reference folder:

     Code

    Title

    Contents

    ICGIFRS

    Expense variance CG-IFRS / Ex

    List of the expenses for which the allocation in the individual accounts is different from the allocation in the consolidated accounts

    ICPT23

    Expenses posted "in progress"

    List of the expenses posted on a capitalization account in progress.

    INOTA7

    Expenses not capitalized

    List of the expenses unlinked to a financial asset.

    Reports

    By default, the following reports are associated with this function :

     LISLOF : Expense journal

    This can be changed using a different setup.

    Specific Buttons

    This button is used to copy the expense currently being displayed. Its reference remains the same, only the line number is incremented.

    Menu Bar

    Actions/Splitting

    This action opens a window that is used to distribute an expense in order to generate 1 to n additional expenses (see the Split an expense documentation).

    This action available in View mode, is available even when the expense is attached to an asset.

    Options / Events

    This option gives access, via tunnel, to the inquiry function Entry traceability that makes it possible to visualize and browse into the hierarchy of original entries or coming from the document.

    Error messages

    In addition to the generic error messages, the following messages can appear during the entry :

    No specific message is listed. See generic messages.

    Tables used

    SEEREFERTTO Refer to documentation Implementation