Expense Entry

NAVIGATION: ACTIVITIES menu > Expense Processing > Expense Entry

1. Select a client by typing the case number in the CLIENT NUMBER field or use the browse button to view the list of all consumers. The Client’s Last name, First name, and middle initials will auto populate.  Press TAB.
2. In the TRANSACTION DATE field, enter the date of the expense transaction.
   1. Type the the date (i.e., 8/9 press TAB - the system will automatically add the current year) OR
   2. Click the calendar icon to select the date from the calendar.  Press TAB.
3. In the TRANSACTION CODE field, select or enter the Transaction Code for the expense.
   1. The modified description will show the default text for the code. 
   2. You can add/modify the text.
4. Accounts Payable Information
   1. Select REGULAR in the AP Tran Type.
   2. Check the SEPARATE CHECK box if you want a separate check to print for the expense.  If not checked, multiple expenses for one vendor will be combined into one check.
   3. Enter a purchase order number here if your organization uses purchase orders.
   4. The Pay Group field will show the default pay group for the client selected. If the client has multiple pay groups, make sure to select the correct pay group.
   5. In the VENDOR NUMBER field, select the appropriate vendor for the transaction. The Vendor name and address will automatically populate once you have selected the vendor.
5. Invoice Information
   1. Type in the Invoice Number, if applicable. Press TAB.
   2. Type in the Reference Number, if applicable. Press TAB.
   3. In the TRANSACTION AMOUNT field, enter the amount of the transaction.
6. The Retain options box on the right side of the screen allows you to retain the Transaction code, Client, and/or Vendor for the next entry.  This is a useful tool when doing multiple entries for the same client, the same vendor, or that use the same transaction code.  Leave these unchecked for any information that will not be repeated in the next expense transaction.
7. Click SAVE at the top of the window.
8. Expense transactions that have not been posted may be deleted.  Use the Batch Number field to pull up an entry that you do not want to post.  When the transaction has been selected, press the Delete icon and press Yes.

Review Expense Edit List

The Expense Edit List will show you expense transactions to review before posting. Horizon suggests that you preview your Edit List to identify any errors in expense entry before posting.  

Expense transactions that have not been posted can be modified/saved.  Once an expense transaction is posted, it cannot be modified and another expense entry would need entered to correct the error.

NAVIGATION: ACTIVITIES menu > Expense Processing > Expense Edit List

1. In the PAY GROUP field, select the specific pay group you want to review OR leave blank for all pay groups.
2. In the ORDER BY, select how you want your list sorted.  Selecting CLIENT NAME will group all expenses for each client.
3. Place a check mark in the NOTIFY box and click the RUN REPORT icon.
4. Review the report.  If you identify any errors, go back to the Expense Entry to correct the transaction.
5. Once you are satisfied that all entries are entered correctly, move on to post the expense transactions.

Edit an Incorrect Entry

Expense transactions that have not been posted may be edited. If you review the edit list and a change is needed, follow these steps.

NAVIGATION: ACTIVITIES menu > Expense Processing > Expense Entry

1. Click the browse on the Batch Number field to view the list of entries in the system
2. Find and select the entry that you need to edit
3. Click OK
4. When the transaction has been selected and detail is displayed on the screen, change the information you need to edit
5. Click SAVE at the top of the window

Delete an Incorrect Entry

Expense transactions that have not been posted may be deleted.  

NAVIGATION: ACTIVITIES menu > Expense Processing > Expense Entry

1. In the BATCH ID field, open the browse by clicking the magnifying glass
2. Find and select the entry that you do not want to post. 
3. Click OK
4. When the transaction has been selected and detail is displayed on the screen, click DELETE at the top of the screen
5. Click YES on the prompt to delete the record.  

Post Expenses

NAVIGATION: ACTIVITIES menu > Expense Processing > Post Expenses

1. In the PAY GROUP field, select the specific pay group you want to post expenses for OR leave blank for all pay groups.
2. Place a check mark in the NOTIFY box and click the RUN REPORT icon.
3. When the posting process is complete, a posting register will generate for your review.  
4. Preview, print, or save the report (see Report Preview, Print and Save Options)

Post Expenses

NEED MORE HELP?  Submit a ticket to the Help Desk or call (814) 535-7810 or (800) 889-3388