Julep - Expenditures: Data Entry – Julep

Expenditure Data Entry is the process of manually adding disbursements and vendors into the database. This can be completed in Julep via the Treasury Dashboard.

Expenditures Data Entry

Click the New Expenditure action button on the Treasury Dashboard.

Search for an existing Payee or click to add a new one to Julep. Once you have selected or created a new payee, the New Expenditure window will open.

Enter the new expenditure’s information.

Required Fields for Expenditure Data Entry

Date	Date the expenditure was made.
Amount	The amount spent on this expense.

Fund Code

Use this to indicate which Fund source the expenditure is coming from.

Account	Use this field to distinguish which bank account the expenditure is being made from by selecting the correct code here. If not, then skip this field and it will default to “N/A” for this field. NOTE: setup bank account codes under Fundraising Settings.
Line No	Select the correct line number for the expense. There is a list of line numbers in our HelpDesk titled Treasury Line Numbers**.
Description	Description of expenditure, either use one of the defaults or type your own.
General Ledger	The box below is the G/L Account field. Enter the breakdown of the expenditure by G/L code here. If you are not using a G/L code, the system will automatically assign a "UD – Undefined code".

Additional Optional Fields Include

Check No	Enter the check number for the expense check written.
Payment	Select the payment type from the drop-down menu.
Comment (Invoice #)	Use for internal purposes only.
	Include an attachment of the expenditure check or related images by selecting the file from your computer or dragging and dropping it here.
Adjustment Type/Date	These fields are used to record expenditure adjustments.
Memo Indicator	Indicates whether the expenditure is a memo item or not.
1099	Indicates when a 1099 form will be needed.
Ultimate Vendor	See below for more information about Ultimate Vendors.

Entering and Linking Memo Transactions

When creating memo entries for an Ultimate Vendor payment, enter the Ultimate Vendor (e.g. staff or credit card) expenditure first.

Add each linked memo entry to this payment.

When memo entries are linked to an Ultimate Vendor payment, the Memo Indicator box will automatically be checked.

For more detailed information about managing ultimate vendors and linked memo items in Julep, see the Julep – Ultimate Vendors guide on the HelpDesk.