After an Expense is Signed
Once all required approval signatures are collected, the expense status changes to Signed. As treasurer or bookkeeper, you now process the payment.
Reviewing the request
- You’‘ll get an email notification with a link to the expense. You can also go to your Queue, expenses ready for processing are listed at the top.
- Review the budget details to make sure the right category is selected and the request is within budget. All requests paid and unpaid are included in the calculation for Actual so that you can choose which expenses to pay first when a budget is at risk of going over.
- Review the rest of the request for correctness. If needed, you can edit the request to correct small errors. Any change to the payee’s name or total amount being requested will reset all signatures and require a new review by everyone in the chain.
- Sign the request if everything looks good.
Marking as Paid and Recorded
- Enter the Payee details into your bill pay system. Details like name and address can be easily copied by left-clicking the text once.
- Once payment is made, and you have a check number or transaction number, enter that in the appropriate field and click, Paid.
- Enter details about this expense into your accounting system (QuickBooks, myPTEZ, etc.).
- Click Recorded
This is the final status, confirming the expense is fully processed and in your books.
Voiding and reissuing a check
If you need to re-issue a check because it was lost, went stale, or you placed a stop payment and wrote a new one for the same amount you can create an audit history.
- Open the recorded expense and click Void. This reverses the original payment in your ledger (the original entry stays for the audit trail, paired with a matching void), and returns the expense to Signed.
- Write the replacement check, then record it as a normal payment: enter the new check number and click Paid.
The voided check and its reversal cancel each other out and will not appear in reconcilations. Only the replacement check appears as outstanding until it clears the bank.
If your bank charged a stop-payment fee, record that fee as its own entry in the register. Unlike the voided check, the fee is a real debit that shows up on your statement and clears normally.
Filtering Expenses
You may prefer to work in batches where you do all of your approvals, then all of your payments, and so on. Use History to filter expenses by status. This makes it easy to see:
- What needs to be paid (Signed status)
- What needs to be recorded (Paid status)
- What’s fully complete (Recorded status)