Recording Spend – Elstree and District Scouts

Recording Spend

This applies for both direct spend with equals card and payments required by invoice

  1. Check the supplier exists within sage by going to contacts – suppliers and searching for the store name
If the supplier does not exist
  • Select ‘New Supplier’
  • Complete the Required Fields, including setting a default account
Common Ledger Accounts
0005Jamboree Income
0006District Events
0008Explorers Camps & Events
5040Explorers Programme Activities
3101Beavers District Events
3102Cubs District Events
3103Scouts District Events
6000Marketing
100016Outreach
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