Focus On: Unpaid Bill (Accrued Expenses)

 

Welcome to our Focus On series. In this series of tutorials, we will show you a few overlooked features in our system. We encourage you to print this document to follow along through the lesson.

 

Tutorial: Unpaid Bills (Accrued Expenses)

 

In this tutorial you will learn:

Lesson One:   What the difference is between Expenses and Unpaid Bills

Lesson Two:   How to Record an Unpaid Bill Transaction in your database

Lesson Three: How to View and/or Modify an Unpaid Bill in your database

Lesson Four:   How to make a payment to an Unpaid Bill

Lesson Five:    Reversing an Unpaid Bill

 

Lesson One: What the difference is between Expenses and Unpaid Bills

 

Expenses are any expenditure of funds, including such things as operating expenses, voter contact, charitable donations and contributions made to other campaigns. 

 

Unpaid Bills is any debt owed to a vendor that has not yet been paid.  Once the bill has been marked as paid, then it will become an expense.

 

Lesson Two: How to Record an Unpaid Bill Transaction in your database.

 

1. Go to Financial and select Register.

 

2. On the right hand side, under Select Transaction in Disbursements, select Unpaid Bill (Accrued Expense).

3. This will bring up the Unpaid Bill transaction, enter in the information that applies:

 

Date: Enter in the date of the unpaid bill

Vendor:  Who the unpaid bill is still owed to

Amount: Total Amount owed to the vendor

Category: What category this applies to

Election: If several elections are setup, choose what election this applies to

Reporting Code:  Enter in the appropriate reporting code

Reporting Description: Brief Description of the Unpaid Bill

Check Number: Optional, can record the check number

Cleared Date:  The date that the check cleared.

Support/Oppose:  If this check was used to support or oppose another candidate

Subvendors:  This is used commonly used for credit cards.

 

4. After entering in the information for the unpaid bill, click Save.
5. Under Financial in Unpaid Bills & Pending, you will find your Unpaid Bill that you just entered.

Lesson Three: How to View Unpaid Bills and Modify Unpaid Bills

 

1. Go to Financial and select Register.
2. Go to Related Information and click on Unpaid Bills.
3. This will display all the current Unpaid Bills in your database.

 

4. If you need to modify an Unpaid Bill find your Unpaid Bill and select Modify.
5. Once you are done making changes to the Unpaid Bill, select Save.

 

Lesson Four: How to record a payment for an Unpaid Bill

 

1. Go to Financial and select Unpaid Bills & Pending

2. This will take you to the Unpaid Bills & Other Pending Transactions page. Find your Unpaid Bill that you need to record a payment for and click Record Payment.

3. A new window called Record Payment of Bill.  Record the payment date, amount and check number that was paid to the vendor.
   

4. After entering in the payment you can choose one of the following:

Record: Record the payment in the database.

Record/Print: Record the payment and print a check for the payment recorded.

Close: Will allow you to close the window without recording the transaction.

5. The page will return to the Unpaid Bills & Other Pending Transactions page with either listing the remaining total of the unpaid bill if this was a partial payment or removing the unpaid bill that was just paid if the whole amount was paid off.

 

Lesson Five: Reversing an Unpaid Bill

 

1. Keep the original Unpaid Bill as it is currently recorded in the database. Do not modify the original Unpaid Bill.
   
2. Go to Financial and select Unpaid Bills.

 

3. Create a NEW Unpaid Bill for the reversal, listing the same information that you recorded on the original. In the top right hand corner of the transaction, check the box next to Reversal.

 

4. Click Save.
   
5. By creating this Reversal for the original Unpaid Bill, this will make the original Unpaid Bill disappear.