--- title: "Purchasing Expenses Maintenance" canonical: "https://kb.myframeworks.com.au/space/FRAM/28382392/Purchasing%20Expenses%20Maintenance" format: markdown --- Overview The  Purchasing Expenses Maintenance screen allows you to create and maintain expense purchase orders thought to posting them to the General Ledger. Important: Refer to Configuring the Purchasing Expenses Module to ensure you have set up your Chart of Accounts and User Maintenance settings correctly. Accessing the Purchasing Expenses Maintenance Screen To access the Purchasing Expenses Maintenance screen, perform the following: Click   then navigate to  Purchasing & Receipting > Transaction Processing > Purchasing Expenses form the navigation tree. Click  to view all of the outstanding expense purchase orders in Frameworks. Refer to the  Purchasing Expenses Dashboard User Manual's search options for more information on searching for expenses purchase orders. Click   to Create an Expense Purchase Order or click the relevant  Order  hyperlink to maintain the expense purchase order. Navigating the  Purchasing Expenses Maintenance Screen Once you have entered the Purchasing Expenses Maintenance screen you can view, edit and maintain your expense purchase order. There are 3 main sections, broken down into 6 components, to the  Purchasing Expenses Maintenance screen: In the top left is the  Breadcrumbs  navigation. Displayed below that is the header section that includes the  Header Details, Order Totals and  Actions menu. Under the header section are the  Maintenance Tabs  and the  Command Buttons. Breadcrumb Navigation Click on the  Search hyperlink to navigate to the purchasing expenses dashboard. The Header (Details) Information  In this section you are able to view and edit the expense purchase order's header details. You are able to make changes to the the Header information by clicking on the button. The information displayed here is: Supplier No : This field displays the  Supplier ID  and  Supplier Name for the expense purchase order. Order Branch : This field displays the  Branch  this expense purchase order is for  Date Required : This field displays the Dated this expense purchase order is required. This is typically set to be the due date.  Order Description : This section displays a description or reference for the expense purchase order. Allow Copy : When ticketed, the details will be copied once the expense purchase order is posted. The detail will then be available when creating a new expense purchase order Status : This field displays the current status of the expense purchase order. New : Any newly created or recurring expense purchase  orders. Printed : Once an expense purchase  order has been printed or emails. Received :  Once the details of the invoice have been added to the expense purchase order, a GL Account assigned and receive has been selected from the actions menu. Click the  icon to open the  Attachments  window and  attach files and documents related to your expense purchase order. Click the   icon, if there are files or documents already attached to your expense purchase order. Refer to  Attachments  for more information. Order Totals This section display the current totals of the expense purchase order, including the  Tax Excluded  amount, Tax  amount and  Tax Included amount. These totals are updated automatically as invoice amounts are added the expense purchase order. The Actions Menu From the  button maintenance options are available to help you manage the expense purchase order. Depending on where the status of the expense purchase order is will determine which options are available from the menu. The options available: Repeating Expenses : This option allows you to locate and use an expense purchase order that has been created as a recurring expense. This will import the 'templated' expense purchase order into the newly created order. Print Expense : This option opens up the print Printing, Emailing or Faxing Stationery from Frameworks window allowing you to print, email or fax the expense purchase order. This action updates the Status to be  Printed . Void Expense : This option allows you to void an expense purchase order until you have received the order into the system.  Receive : This option allows you to set an expense purchase order as received  in preparation for the purchasing expense order to be posted. To set the expense purchase order to be received at least one  invoice  is required to added to the order with a GL Account defined.  This action updates the Status to be  Received . Post Expense : This option is only available once the expense purchase order has been received. This will post the order lines to their defined GL Accounts and ready the Invoices for payment. The Order Maintenance Tabs  Order Lines Tab  The Order Lines Tab is where you can add, view and edit expense invoice information that have been added to the expense purchase order. This tab has 2 sections: The Invoice Details   Entry section where you are able to add invoice and GL account information to the expense purchase order. Refer to  Create an Expense Purchase Order for more information on how to enter invoice details. The  Invoice Details Grid section displays the invoice information which has been added to the expense purchase order. You can edit these lines by clicking on the icon at the end of the line. Refer to to  Maintain an Expense Purchase Order  for more information. Delivery Details Tab The  Delivery Details Tab displays the Supplier and the Branch address details for the purchase order report. Header Tab The  Header Tab display additional header information for the expense purchase order. This tab has 2 sections: The Additional header information section allow you to updated the  Date Ordered  (entered) details and also allows you to change who is assigned to the expense purchase order by clicking on the  button. This opens the  Assignee Maintenance  window allowing you to change the  Assignee  and add any notes for the new assignee. These notes will be shown under the  Diary Notes Tab. This section also displays: Who originally added the order, in the  Ordered By  field. The Date it was received and who received the order, in the Date Received and Received By fields. The Date Posted,   Posted By, Invoice Date and Invoice number are more for reporting purposes as once an expense order is posted accessed via the  Supplier Dashboard . The  Recurring Expense  section allows you to set up a recurring expense purchase order, such as Rent or a phone bill, by ticking the  Recurring Expense  checkbox and defining the  Frequency  and  Next Required Date. Refer to  Create a Recurring Purchasing Expense Order for more information. Diary Notes Tab The  Diary Notes Tab displays any diary notes that have been added to the expense purchase order. When the  Print Expense  option has been used a diary note is automatically created. Refer to  Create a Diary Note for more information. The Command Buttons This section allows you to   and   the expense purchase order.  When new order lines are added the expense purchase order will save automatically.  Additional Information Refer to  Configuring the Purchasing Expenses Module for more information on the required setup. Refer to Orders and Receipts within the Supplier Dashboard for more information.