Splitting an expense

Screen management

This screen consists of a header displaying, as a reminder, the asset identification and a tab enabling the user to enter the split setups.

Header

Tab Setup definition

Setup of the split

•  The first stage consists in specifying the split method. The user needs to define whether the split is performed by distribution of the quantity or of the ex. tax amount (expressed in the company currency), and then to define the total number of expenses that should result from the split (this quantity includes the original expense which is subject to the split).
   
  Split by distribution of the quantity
   
  This split type is authorized if the quantity is greater than or equal to 2. If this quantity is lower, this split type is only authorized if the quantity is expressed in a unit that accepts decimals. The maximum number of expenses obtained is limited to the quantity of the original expense.
  The Distribute quantity flag automatically becomes active and cannot be de-activated.
   
  Split by distribution of the amount
   
  This split type is the only available option if the quantity is lower than 2 and if the unit does not accept decimals: in this case, the quantity cannot be distributed. The maximum number of expenses obtained is limited to 999.
   
  The Distribute quantity flag becomes active, by default, when the quantity is greater than 1 (or when it is lower than 1, only if the unit does accept decimals); it is used to specify that the quantity must be distributed between the expenses obtained at the end of the split. This flag can be de-activated; in this case, the quantity of the original expense is transferred identically to each of the expenses resulting from the split.
   
  Original expense Before and After
   
  This block is used to view the consequences of the split on the original expense both in terms of quantity and amount. This information cannot be modified.
  
• The second stage consists in the setup of the numbering method to be applied to the expenses resulting from the split. Several options are available:
   
  - None means that no automatic numbering is applied. The reference will need to be entered by the user and the line number will always be equal to 1. The Start line and Increment headings cannot be entered.
   
  - By 'line number increment' means the automatic assignment of an identical reference to that of the original expense with a line number increment depending on the Line start and Increment values entered.
   
  - 'New number' means that the reference of each expense resulting from the split is automatically generated with the assignment of a line number equal to 1. The Start line and Increment headings cannot be entered. This option is only available if at the setup level, a sequence number counter has been assigned to the Expenses object (see the Sequence number counter assignment documentation ).

Setup the split

The split processing for the original expense is started by using the button. It brings about the loading of the Generated Expenses grid with as many lines as there are created expenses.

For each expense, the information is entered in the following fashion:

• Reference: The possibility to enter the reference or not depends on the numbering method set up and, if the automatic numbering is defined, on whether it is mandatory or optional.
   
  -  If the numbering is By increment of the line number,the reference of each generated expense is entered with the reference of the original expense and it cannot be modified.
   
  - If the option None has been selected, the user MUST enter the reference.
   
  - If the New Number option has been selected, the user cannot enter the reference if the automatic numbering has been defined as mandatory (LOFAUTNUM parameter): this reference is automatically assigned when validating the original expense. If the automatic numbering has been defined as optional, the user can enter the reference.
   
• Line number: this value is forced to 1 except if the numbering is By line number increment. In this case, it is determined according to the Line start and the Increment.
   
• Quantity: the quantity depends on the split type.
   
  - If the split is performed based on the amount and that quantity must be distributed: the quantity displayed for each expense resulting from the split is proportional to the expense amount compared with the original expense. This quantity can be modified by the user as long as the new quantities remain equal to the original quantity.
   
  - If the split is performed based on the amount and the quantity must not be distributed: the quantity assigned to each expense resulting from the split is the same as the one specified on the original expense. This value cannot be modified.
   
  - If the split is performed based on the quantity, the quantity specified on each generated expense is calculated according to the quantity of the original expense and to the number of expenses to obtain at the end of the split. The quantities determined are rounded according to the unit; the remainder will be assigned to the original expense. These quantities can be modified by the user. After modification, activating the buttonused to recalculate the ex tax amount of each expense in proportion to the new quantities entered.
   
  A quantity can be lower than 1 only if the unit accepts decimals.
   
• Ex-tax amount.: it is the ex tax amount and it is expressed in the company currency.
   
  - If the split is performed based on the amount, this amount is automatically calculated. It can be modified if the sum of the ex tax amounts for all lines is lower than or equal to the amount of the original expense before split. The difference between these two values will load the ex tax amount of the original expense after split.
   
  - If the split is performed based on the quantity, the calculated amount cannot be modified by the user. It is automatically recalculated after modification by the user of the determined quantities and the activation of the button..
   
• Rules linked to the headings of type Amount:
   
  - The sign of the ex tax amount of each line must be the same as the sign of the original ex tax amount.
   
  - Further to the split , the original expense amount can be equal to 0 only if it was already equal to 0 before the split. The amount of an expense resulting from the split can be equal to 0.
   
  - The amounts for the VAT and VAT collected in transaction currency and in company currency are distributed on the basis of the ratio between the ex tax amount for each generated expense and the ex tax amount of the original expense before the split.
   
  - Free fields of type Amountare distributed if the setup at the level of the properties of free fields provides for it.
   
• Description: the description of each generated expense is automatically loaded with the description of the original expense. It is freely modifiable.

Validation of the split process

The buttonis used to validate the setup carried out and to return to the original expense presented with its new values. The expenses resulting from the split are created in the database only after the original expense validation. They appear in the left list after refreshing this list using the F5 function key.

Split of an expense linked to a financial asset

The expenses generated at the end of the split of an expense linked to a financial asset are automatically linked to the same asset and the original expense is regarded as the main expense.

Specific Buttons

Error messages

In addition to the generic error messages, the following messages can appear during the entry :

No specific message is listed. See the generic messages.

Tables used

Refer to documentation Implementation