Expenses Processing

Flightdeck is to provide a simple form allowing collection of expenses and outgoings information. This is used by YSP staff as part of their service to administer franchisees’ accounts. Some franchisees may elect to use Prelude Desktop directly whether or not they avail themselves of the service. There should be no income that YSP doesn’t know about (although I’m not sure about things like bank interest received, etc.) Their plan is to set up known DDs on Prelude Desktop for these companies so that any other outgoing would complete the picture. The franchisee will fax through bank statements for them to do a bank reconciliation as and when.

On receipt, Flightdeck will create a CSV file as follows:

In \Automation\ Pending\, Prelude Desktop will scan for CSV files named
“YYYYMMDDHHMMSSMMM-CC-TTT.CSV” where:
CC -Company Number – the franchisee company two-alphanumeric code
TTT – “EXP” – Expenses
YYYYMMDDHHMMSSMMM – Date/Time – date/time stamp
DATE – Date – Date (validated)
REF – Char(16) – Optional reference
DESCRIPTION – Char(30) – Optional description
TYPE – Char(10) – “Bank” or “Personal” (validated)
CODE – Char(10) – Expense Type (validated)
NETT – Currency – Total Nett Amount (>=0)
VAT_CODE – Char(1) – VAT Code for expense item (validated)
VAT – Currency – Total VAT Amount (>=0)
COMMENT – Char(20) – Optional line-item reference
Bank expenses credited to the designated bank account
Personal expenses credited to the designated directors’ loan account
The following expense types will be processed
Subs Subsistence
Petrol Petrol
Phone Phone
Web Internet
Hotels Hotels
Sundry Sundry consumables
VanIns Van insurance
VanL Van Lease Costs
PLIInsa Public liability insurance
Miles Mileage
Travel Travel (parking, tolls, etc)
RailAir Travel (rail, air)
Postage Postage
Advert Advertising
Statn Stationery
Other Other
Bank, Personal, Expense Nominal accounts will be set in a Control mapping file