This applies for both direct spend with equals card and payments required by invoice
- Check the supplier exists within sage by going to contacts – suppliers and searching for the store name
- Select ‘New Supplier’
- Complete the Required Fields, including setting a default account
| Common Ledger Accounts | |
|---|---|
| 0005 | Jamboree Income |
| 0006 | District Events |
| 0008 | Explorers Camps & Events |
| 5040 | Explorers Programme Activities |
| 3101 | Beavers District Events |
| 3102 | Cubs District Events |
| 3103 | Scouts District Events |
| 6000 | Marketing |
| 100016 | Outreach |
| For larger events and camps (ie Gradbach Farm), please request a specific nominal code |
- Once complete and supplier is saved, go to Purchases- Purchase Invoice
- Create New Invoice
- Complete the purchase invoice, including separate description lines if you have bought multiple items from the same retailer (If food shopping or similar, you do not need to itemise). Please list price inclusive of VAT
- Upload a receipt/invoice
- Save purchase invoice
IF PAYMENT IS NEEDED VIA INVOICE
Once your Purchase Invoice is saved, please email Robert Harris and James Pugh who will arrange BACS Transfer once Sage Record is validated.
IF PAYING WITH EQUALS CARD
- Go back to the purchase invoices list and select the invoice you have just raised
- Click record payment
- Under Method, select Credit/Debit card
- Under Paid From Select either District General Account or Explorers (depending on department spend).
- Under Reference, enter your name and EQUALS
