--- title: "Expense Invoice Entry Screen - Field Definitions" canonical: "https://kb.myframeworks.com.au/space/FRAM/28404012/Expense%20Invoice%20Entry%20Screen%20-%20Field%20Definitions" format: markdown --- The **Expense Invoice Entry** screen allows you to enter, review and post expense invoices received from a supplier. The invoice is recorded against the supplier in the Payables module and treated as a liability until it is paid. > ℹ️ **Note: **An expense invoice can be anything from a telephone bill to an electricity bill. ## Screen Access From the **Frameworks Menu**, navigate to **Payables > Transaction Processing > Expense Invoice Entry**. ## Screen Structure ![image-20260320-023527.png](media://b0543009-9985-4c5a-a1f2-84b1d402282c) The **Expense Invoice Entry** screen is organised into the following sections: 1. **Search Options** - Company, supplier and status filters. 2. **Results Grid** - List of expense invoices matching the search criteria. 3. **Expense Invoice Details** - Supplier, invoice, date, amounts and narrative fields for the selected invoice. 4. **Invoice Allocation** - GL account allocation lines for the selected invoice. 5. **Command Buttons** - New, Save, Delete and Close. --- ## Search Options ![image-20260408-002927.png](media://29cc21db-137b-4244-9d42-a789405694a7) The search options section allows you to filter the list of expense invoices displayed in the results grid. ### Company The **Company** field filters expense invoices by company. Select a company from the drop-down menu. In single-company setups, the **Company** field defaults to the current company. **Format:** Drop-down menu | **Required:** Yes | **Default:** Current company ### Supplier The **Supplier** field filters expense invoices by supplier. Enter a supplier ID or click the **Search** icon to find a supplier. **Action:** Click the **Search** icon to open the **Supplier Finder** window. **Format:** Text (alphanumeric search) | **Required:** No ### Completed Only The **Completed Only** checkbox filters the results grid to display only completed invoices. When the **Completed Only** checkbox is disabled, all invoices are displayed regardless of completion status. **Format:** Checkbox | **Default:** Disabled ### Find The **Find** button executes the search and populates the results grid with expense invoices matching the search criteria. **Action:** Click **Find** to search for expense invoices. --- ## Results Grid ![image-20260408-002958.png](media://73906fba-2476-486d-bc7d-ba0ba40a9cb5) The results grid displays a list of expense invoices that match the search criteria. Click an **Invoice** hyperlink to open the invoice details in the Expense Invoice Details section. ### Invoice The **Invoice** column displays the assigned invoice number. The **Invoice** number functions as a hyperlink to open the invoice details. **Action:** Click the **Invoice** hyperlink to open the invoice in the Expense Invoice Details section. **Format:** Text (hyperlink) | **Editable:** No (display only) ### Co. The **Co.** column displays the company number the expense invoice is associated with. **Format:** Numeric | **Editable:** No (display only) ### Attachments Icon The **Upload** icon opens the **Attachments** window to attach files related to the expense invoice. The **Paper Clip** icon appears when files are already attached. > ✅ Refer to [Attachments](https://kb.myframeworks.com.au/space/CO/543397290/Attachments) for more information. **Action:** Click the **Upload** icon to attach files. Click the **Paper Clip** icon to view existing attachments. ### Supplier (Grid) The **Supplier** column displays the ID of the supplier the expense invoice is associated with. **Format:** Text | **Editable:** No (display only) ### Date The **Date** column displays the invoice date. **Format:** Date (DD/MM/YYYY) | **Editable:** No (display only) ### User The **User** column displays the user who entered the expense invoice. **Format:** Text | **Editable:** No (display only) ### Total The **Total** column displays the total value of the expense invoice. **Format:** Currency (two decimal places) | **Editable:** No (display only) ### Status The **Status** column displays the current status of the expense invoice. Available status values: - **Suspended.** The invoice has been entered but not yet processed. - **Completed.** The invoice has been posted and processed. - **In Use.** The invoice is currently being processed by another user. - **Submitted.** The invoice has been posted. **Format:** Text | **Editable:** No (display only) --- ## Expense Invoice Details ![image-20260408-003120.png](media://6a4d4dd8-852e-4867-93fa-21d07cb11365) Click an **Invoice** hyperlink in the results grid to open the expense invoice details. The Expense Invoice Details section displays the supplier information, invoice fields and the **Post** button for the selected invoice. An expense invoice can only be edited if the status is not **Submitted**. An invoice can only be posted once all funds have been allocated. ### Company (Details) The **Company** field identifies which company the expense invoice is associated with. In multi-company environments, the **Company** field allows you to view and manage invoices across different company entities. In single-company setups, the **Company** field defaults to the current company. **Format:** Drop-down menu | **Required:** Yes | **Default:** Current company ### Supplier (Details) The **Supplier** field identifies which supplier issued the expense invoice. The supplier details panel below the **Supplier** field displays the supplier's name, postal address, discount trading days, ABN and payment method. The supplier details are populated from the supplier record in **Supplier Maintenance**. **Format:** Text | **Required:** Yes ### Invoice (Details) The **Invoice** field records the supplier's invoice number for the expense invoice. Enter the invoice number exactly as it appears on the physical supplier invoice. The **Invoice** number must be unique for the supplier across both **Expense Invoice Entry** and **Stock Invoice Approval** — an invoice number already used for the same supplier in either screen is treated as a duplicate. The system's response to a duplicate is controlled by the system flag **InvPayDupl**. **Format:** Text (alphanumeric) | **Required:** Yes | **Editable:** Yes | **Related fields:** The system flag [InvPayDupl](https://sterlandsupport.atlassian.net/wiki/spaces/FSS/pages/13175290) controls whether a duplicate invoice number for the same supplier triggers a warning (allowing the invoice to save) or an error (preventing the invoice from saving). The related [Invoice Number](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28385042/Stock+Invoice+Approval+Screen+-+Field+Definitions#Invoice-Number) field in **Stock Invoice Approval** uses the same flag to control its own duplicate check. ### Complete The **Complete** checkbox marks the invoice as complete. Enable the **Complete** checkbox to indicate the invoice has been fully processed and reviewed. **Format:** Checkbox | **Default:** Disabled | **Editable:** Yes ### Invoice Date The **Invoice Date** field records the date of the supplier's invoice. The **Invoice Date** defaults to the current date but can be changed to match the date on the physical invoice using the date picker. If the system integer **FWApWrnDays** is configured, a warning message displays when the invoice date is backdated beyond the specified number of days. **Format:** Date (DD/MM/YYYY) | **Required:** Yes | **Default:** Current date | **Editable:** Yes | **Related fields:** The system integer **FWApWrnDays** controls the backdating warning threshold. ### Attachments (Details) The **Paper Clip** icon next to the **Invoice Date** field opens the **Attachments** window to attach files and documents to the expense invoice. Adding an attachment is required before posting when the system flag **APSuppInvAtt** is enabled. **Action:** Click the **Paper Clip** icon to open the **Attachments** window. ### Invoice Amount The **Invoice Amount** field records the total value of the supplier's invoice. **Format:** Currency (two decimal places) | **Required:** Yes | **Editable:** Yes ### GST The **GST** field displays the calculated GST amount for the invoice. The **GST** amount can be edited if the calculated amount differs from the supplier's invoice. GST is not calculated for suppliers flagged as **Is GST Exempt** in **Supplier Maintenance**. **Format:** Currency (two decimal places) | **Required:** No | **Default:** Auto-calculated | **Editable:** Yes ### Amount to Allocate The **Amount to Allocate** field displays the remaining amount to be allocated to a General Ledger account. On creation, the **Amount to Allocate** equals the invoice amount excluding GST. The **Amount to Allocate** reduces as allocation lines are added in the Invoice Allocation section. **Format:** Currency (two decimal places) | **Editable:** No (calculated) ### Narrative The **Narrative** field allows you to enter a comment or description to help track the expense invoice. **Format:** Text (free text) | **Required:** No | **Editable:** Yes ### Branch The **Branch** field identifies which branch the expense invoice is associated with. Select a branch from the drop-down menu. The system flag **PayInvTrd** controls whether non-trading branches are displayed in the **Branch** drop-down menu. **Format:** Drop-down menu | **Required:** Yes | **Editable:** Yes | **Related fields:** The system flag **PayInvTrd** controls which branches are available for selection. ### Post The **Post** button posts the expense invoice to the General Ledger and updates the invoice status. The **Post** button is only enabled when all funds have been allocated in the Invoice Allocation section and the **Amount to Allocate** is $0.00. > ℹ️ If the system flag **APSuppInvAtt** is enabled, the **Post** button is also disabled when no attachment is present on the invoice. After attaching a file, click **Save** before attempting to post. The **Save** button highlights when the attachment button is pressed as a prompt to save first. When **APSuppInvAtt** is disabled, attachments are not required for posting. **Action:** Click **Post** to post the invoice to the General Ledger and Accounts Payable. | **Related fields:** The system flag **APSuppInvAtt** controls whether an attachment is required before posting. --- ## Invoice Allocation ![image-20260408-010104.png](media://942c7a9a-cecf-41ba-a83d-43a3184b0efe) The Invoice Allocation section lists the GL accounts the expense invoice has been allocated to. Each allocation line assigns a portion of the invoice amount to a specific GL account. If the combined line totals and GST do not match the **Invoice Amount**, a warning message displays: *"Allocated Amounts + GST of all lines do not match the Invoice Amount."* ### Add The **Add** button adds a new allocation line to the Invoice Allocation grid. **Action:** Click **Add** to add a new GL allocation line. ### Remove The **Remove** button removes the selected allocation line from the Invoice Allocation grid. **Action:** Click **Remove** to delete the selected allocation line. ### Account The **Account** column identifies the GL account the allocation is posted to. Enter a GL account number or search for an account. The account information entered must match a valid GL account. An error icon displays if there is a mismatch and the changes cannot be saved. **Format:** Text (alphanumeric) | **Required:** Yes | **Editable:** Yes ### Name The **Name** column displays the name of the GL account. The **Name** is populated automatically based on the **Account** number entered. **Format:** Text | **Editable:** No (display only) ### Amount The **Amount** column records the dollar amount allocated to the GL account for the expense invoice line. **Format:** Currency (two decimal places) | **Required:** Yes | **Editable:** Yes ### Analysis Code The **Analysis Code** column allows you to assign an analysis code to the allocation line. The **Analysis Code** must match the chosen GL account's configuration. **Format:** Text | **Required:** No | **Editable:** Yes ### BAS Code The **BAS Code** column assigns a Business Activity Statement code to the allocation line. GST should not be calculated for BAS Codes 01, 02, 05 and 10. **Format:** Text | **Required:** No | **Editable:** Yes ### GST (Allocation) The **GST** column displays the GST amount calculated for the allocation line. **Format:** Currency (two decimal places) | **Editable:** No --- ## Command Buttons The command buttons at the bottom of the screen provide standard creation, save and navigation functions. ### New (I) The **New** button opens the invoice details fields to enter a new expense invoice. **Action:** Click **New** or press the keyboard shortcut **Ctrl + I** to create a new expense invoice. ### Save (S) The **Save** button saves any changes made to the expense invoice without posting. Save or cancel any changes before closing. **Action:** Click **Save** or press the keyboard shortcut **Ctrl + S** to save the current invoice. ### Delete (D) The **Delete** button deletes the currently selected expense invoice. **Action:** Click **Delete** or press the keyboard shortcut **Ctrl + D** to delete the current invoice. ### Close (O) The **Close** button closes the **Expense Invoice Entry** screen. **Action:** Click **Close** or press the keyboard shortcut **Ctrl + O** to close the screen. > ✅ ## Related Information > ✅ > ✅ - [Processing Supplier Expense Invoices](https://kb.myframeworks.com.au/space/CO/543367309/Processing+Supplier+Expense+Invoices) > ✅ - [Importing Expense Invoices](https://kb.myframeworks.com.au/space/CO/544473141/Importing+Expense+Invoices) > ✅ - [Stock Invoice Approval](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/588054887/Stock+Invoice+Approval) --- ## System Settings Reference | Setting | Type | Description | | --- | --- | --- | | [APSuppInvAtt](https://sterlandsupport.atlassian.net/wiki/spaces/FSS/pages/590479366) | Flag | Controls whether an attachment is required before an expense invoice can be posted. When enabled, the **Post** button is disabled until an attachment is present and saved. | | [PayInvTrd](https://sterlandsupport.atlassian.net/wiki/spaces/FSS/pages/13176889) | Flag | Controls whether non-trading branches are displayed in the **Branch** drop-down menu. When enabled, all branches are shown. When disabled, only trading branches are displayed. | | [FWApWrnDays](https://sterlandsupport.atlassian.net/wiki/spaces/FSS/pages/13201801) | Integer | Displays a warning message when the invoice date is backdated beyond the specified number of days. |