FinCom needs your outstanding receipts NOW!
Forgotten what you need to do?
PROCESS OVERVIEW
1. Scan/photograph your receipts to jpg, or just use your invoice if already in pdf format.
2. Name your file 'YYYYMMDD Supplier Inv $NNN'
3. Upload to Dext ( Use the chat support if you need help)
WHAT ARE THE NEXT STEPS?
After your receipts are loaded to your Dext FinCom will
- Check your receipt link works and is correct (receipt matches bank transaction)
- Record GST if applicable
- Check dates, amount, add Suppliers Name, description/purpose of expenditure
- Code your transaction e.g. '332 - Fuel - Petrol' to a spend category
- FinCom will notify our bookkeeper your receipts are ready to upload into XERO.
HOW RECEIPTS BECOME FINANCIAL REPORTS
All expenditures are categorised into a SPEND CATEGORY. For example, every time there is a transaction dealing with the purchase of fuel it is coded to 332 - Fuel - Petrol. Therefore over a period of time, all transactions associated with fuel can be collated, and the XERO bookkeeping software can generate reports on types of expenditure over a period e.g. DTE spent $3000 in 2019/20 on fuel. This will help inform future decisions.
Below is the 2019/2020 list of Spend Categories along with their Definitions, examples and exclusions. This list is under review for 2020/2021:
|
Spend Category (SC) |
Spend Category Definition |
Example (includes) |
Exclusions |
|
401 - Accounting & Bookkeeping Fees |
Bookkeeping and expense receipt processing. |
BLN invoices / SJ Receipts |
|
|
403 - Advertising |
Fees for print and on-line advertising, marketing & promotion. |
Facebook promotion |
Signage on site |
|
402 - Audit Fees |
Fees for audit and preparation of annual financial statements. |
Applies to Auditor Invoices Only |
|
|
404 - Bank Fees |
Bank charges on DTE cardholder accounts eg |
Account keeping and EFTPOS fees |
international transaction fees |
|
411 - Consultants |
Costs to provide expert or specialist ADVICE on a specific task/topic for a set quote or schedule of fees |
Converge were used for mediation and counselling |
Do not confuse Consultants with 308-Contractors |
|
305 - Consumables |
Non-durable products used over a relatively short period of time often associated with an inventory at gatherings |
|
Small machinery e.g. drills, chainsaws go to |
|
308 - Contractors |
Contracted to provide advice, materials & labour to perform a specific service or job usually over a set period |
|
Do not confuse Consultants (advice) with Contractors who do the job |
|
420 - Donations |
A direct monetary gift from DTE to charity or benefits a cause (approved and minuted) |
|
|
|
315 - Equipment Hire |
Hiring or operating costs of equipment (anything that has to be returned) |
e.g. tarps, ice truck, first aid buggy, generators and truck hire (DTE Driver) |
Excludes fuel purchased to run hire equipment |
|
320 - Food & Beverage (Gatherings) |
Food & beverages purchased for a gathering (excludes meetings or working bees) |
Gatherings ONLY |
|
|
426 - Food & Beverage (Non-gatherings) |
Non-gathering food & beverages for meetings and working bees |
Meetings & Working Bees |
Exclude ConFest Gatherings |
|
427 - Freight |
Freight delivery costs for larger items (typically invoices over $100) eg equipment, cars & containers |
Moving equipment, cars & containers |
|
|
330 - Fuel - Diesel |
Diesel fuel costs |
Diesel only |
|
|
331 - Fuel - LPG |
LPG fuel costs |
LGP Only |
|
|
332 - Fuel - Petrol |
Petrol fuel costs |
hire truck or car petrol |
|
|
429A - Govt Regulatory Fees |
Costs associated with regulatory fees levied by government. |
|
Council Rates (466) |
|
495 - WHS Expenses |
Work (occupational) health and safety expenses |
hi viz clothes, safety glasses, masks, ear muffs, work gloves etc |
First Aid expenses |
|
430 - ICT Consultants & Service Providers |
Cost to provide ICT expert advice |
|
|
|
431 - ICT Equipment & Repairs |
Purchase or repair of computer hardware and/or software |
Small items such as mobile phones, laptop, 2-way radios - satellite phones anything for communications |
|
|
432 - ICT Software & Subscription Services |
Cost to purchase software and cloud services or periodic software or internet licensing fees |
|
|
|
433 - Insurance |
All insurance costs excluding motor vehicles. |
Public liability, property, loss |
Motor vehicle insurances |
|
441 - Legal expenses |
Fees, costs or expenses for legal services |
|
|
|
442 - MV Registration fees |
Motor vehicle (MV) registration fees, includes inspection and compulsory insurance (NSW green slip) |
MV registration, inspection |
Excludes insurance, service & repair costs |
|
445 - Energy Supply |
Electricity and gas costs include gas bottle refills |
|
|
|
446 - Machinery Parts and Repairs |
Parts for machinery, maintenance fees (excludes motor vehicles) e.g. tyres |
|
|
|
375 - Merchant Fees |
Fees levied by merchants e.g. Trybooking |
|
|
|
449 - Motor Vehicle Expense |
Motor vehicle and accessories purchase includes service, maintenance, spare parts, towbars, breakdown towing, car wash excludes tolls & registration fees |
services, maintenance, spare parts, towbars, breakdown towing, car wash excludes tolls & registration fees |
No insurance (use 450) |
|
450 - MV Insurance |
Motor & other on-road vehicle (eg trailer) insurances |
|
|
|
453 - Office (DTE) Expenses |
|
|
|
|
459 - Postage |
Post and small item courier costs |
Australia Post Courier |
|
|
473 - Property Maintenance |
Costs associated with year-round property maintenance and/or existing infrastructure |
|
Work done for a specific gathering (365) |
|
466 - Rates - Council |
Council rates (funds local infrastructure and services) |
Council Rates |
|
|
360 - Security Services |
Services to provide event security |
Security guards |
|
|
365 - Site Expenses - ConFest |
General site expenses purchased for a ConFest gathering |
|
Exclude year round maintenance (473) |
|
333 - Small Assets ($50-$500) |
Durable asset ($50-$500) intended to be used more than one-time - will be listed on a Small Assets Register |
|
|
|
489 - Mobile, Landline & Internet |
Mobile, landline and internet service fees |
Fees for service |
Purchase of mobiles, laptops, Satellite phones (use 431) |
|
490 - Training |
Cost of training providers |
Cost of trainer or a whole training course if everything included |
excludes food, venue hire or stationery if DTE provided |
|
491 - Travel |
Travel costs eg car hire,airfares, taxi fares, road tolls, accommodation excludes meals |
|
Fuel for hire car (Code 332) |
|
376 - Unreceipted Expenses |
FinCoM Use Only - Expenses without a supporting receipt (proof of purchase) |
FinCom USE ONLY |
|
|
373 - Venue Hire/Storage |
One-off or regular hire of a commercial venue (building, room or space) include |
|
Any item that is physically moved and returned to supplier Code 315 |
|
380 - Waste Management |
Rubbish bin hire, collection and removal of waste |
e.g. CWS Environmental |
|
|
384 - Water Cartage |
Cost of supply and delivery of water (large quantity) |
Water in containers |
|
|
493 - Water Charges Govt |
Rates levied by WaterNSW |
Water rates only |
Electricity |
|
732 - B Site Plant & Motor Vehicles |
ASSETS: purchase of motor vehicles including trailers & caravans & plant equipment (eg chainsaws) |
Motor vehicles, Caravan & Trailer purchases - anything on an ASSET REGISTER |
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