Purchasing Expenses
Purchasing Expenses defines the additional landed-cost expense types that can be attached to Purchase invoices. Each expense type has a stable numeric ID, Arabic and English descriptions, and the financial Account No. used when IMS builds the purchase journal.
What Purchasing Expenses controls
The records maintained here are reused by the Purchase workflow. Examples can include freight, customs, handling or other approved costs that should increase the landed cost of purchased inventory.
The expense master does not store an amount. It defines what kind of expense it is and which financial account it belongs to. The actual amount is entered later on the Purchase invoice.
Expense type fields
| Field | Purpose |
|---|---|
| ID | Numeric purchasing-expense code. It is entered when the expense type is created and becomes read-only afterward. |
| Ar. Name | Arabic description of the purchasing expense. |
| Name | English description shown in the Purchasing Expenses list and Purchase workflow. |
| Account No. | Financial account used for this expense when IMS builds the Purchase journal. |
Create a purchasing expense
- Click New.
- Enter a unique numeric ID.
- Enter the English Name and, when required, the Arabic Name.
- Enter the financial Account No. assigned to this expense type.
- Click Save.
IMS requires both a new ID and an English Name. It verifies that the ID is not already used before creating the expense type. After a successful save, IMS selects the new record and writes an audit-log entry.
Edit an existing expense
- Select the expense type from the list.
- Click Edit.
- Change the Arabic/English description and/or Account No.
- Click Save.
The expense ID remains fixed during editing. Click Cancel to abandon the current edit and reload the selected expense.
How it is used in Purchases
When a user opens Expenses from a Purchase invoice, IMS reads the expense types defined here. The user then assigns an amount to the required expense type for that specific invoice.
Those amounts contribute to the Purchase landed/local cost. When the finalized Purchase journal is generated, each purchasing expense uses the Account No. configured on this master record.
Relationship with Financial Posting
In the current production deployment, Purchase journals are posted to Al-Shamel. Purchasing Expenses participate in that journal through the configured Account No. on each expense type.
The accounting role is intentionally documented independently from Al-Shamel's technical schema. When IMS later supports another approved financial connector, the same Purchasing Expense master can continue to provide the account-role mapping used by the Purchase journal.
Permission
Creating and editing Purchasing Expenses is permission-controlled. Users without the applicable maintenance permission can view the list and details but cannot use New or Edit.