Child pages
  • Tracking reimbursables using Jobs

Versions Compared

Key

  • This line was added.
  • This line was removed.
  • Formatting was changed.
HTML Wrap
classsection group
HTML Wrap
classcol span_3_of_5

ANSWER ID:9076

Sometimes expenses are incurred on behalf of a customer in the course of providing them with a service. The customer is subsequently billed for these expenses. By tracking your reimbursable expenses, you will be able to quickly invoice your customers for expenses incurred on their behalf. This support note explains how this is done in AccountRight.

 

UI Expand
titleTo set up a company file to track reimbursable expenses

Reimbursable expenses are tracked using Jobs. To set up a Job:

  1. Go to the Lists menu and choose Jobs.
  2. Click New.
  3. Enter the Job details.
  4. Select the Track Reimbursables option.
  5. Select the Customer's Card in the Linked Customer field.
  6. Click OK.

The following window shows the setup of an example Job.

ImageImage RemovedImage Added

UI Text Box
typenote
If you have existing Jobs, they can be setup to track reimbursables by selecting the Track Reimbursables option and selecting a Linked Customer. If an existing Job is altered to track reimbursables, expenses previously posted to that Job will be listed for reimbursement. 

Using Jobs for tracking reimbursables

To use Jobs to track reimbursables, you first need to record the reimbursable expense as a job, then invoice the customer for the job.

 

UI Expand
title1. Record the reimbursable expense

When recording an expense using a Bill or Spend Money transaction, enter the Job against the expense.

The following example shows a Bill that is to be reimbursed. Note the application of the Job 11111.

ImageImage RemovedImage Added

UI Expand
title2. Invoice the customer for the reimbursable expense

Reimbursable expenses are recovered by invoicing the customer.

  1. Go to the Sales command centre and click Enter Sales.
  2. Select the Customer's Card that is linked to the Job.
  3. Click Layout and set the Invoice Layout as requiredapplicable layout. In this example a Service Invoice is being used.
  4. Enter a Date and any other details except for the actual line items that you are billing the customer for.
  5. Click Reimburse. The Customer Reimbursable Expenses window appears.
  6. Select the Reimbursement Account. If you are unsure which account to select, check with your accountant.
  7. Select the expense you want reimbursed by clicking next to it in the column marked with the Imagesymbol. See the example shown below.
    ImageImage RemovedImage Added
  8. Click Reimburse then record the invoice.
UI Text Box
typenote
If a Time Billing or an Item type reimbursable invoice is used, the Reimbursement Account field will be changed to accept either an Item or a Time Billing Activity.

Shown here are the upper sections of the Customer Reimbursable Expenses window for an Item type reimbursable invoice and a Time Billing type reimbursable invoice.

Image 

Image

UI Expand
titleTo delete a job

Deleting a header job will delete its sub (detail) jobs. Also, if a job is allocated to a transaction, the allocation will be removed if the job is deleted.

  1. Go to the Lists menu and choose Jobs.
  2. Click to highlight the job to be deleted.
  3. Go to the Edit menu and choose Delete Job.
  4. If a warning message is displayed, read what it says so you understand the consequances of deleting the job then click OK.
HTML
<h2><i class="fa fa-comments"></i>&nbsp;&nbsp;FAQs</h2><br>
UI Expand
titleIf the reimbursement invoice to the customer is deleted, can I repeat the process?

Yes. Once a reimbursable expense has been applied to an invoice, its status changes from To Be Reimbursed to Reimbursed/Removed. You can change the status back to enable you to invoice it again.

To reapply a reimbursable expense:

  1. Go to the Lists menu and choose Jobs.
  2. Click the zoom arrow for the relevant Job. The Job Information window appears.
  3. Click Reimburse.
  4. Click the Reimbursed/Removed tab.
  5. Select the reimbursable expense by clicking next to it in the column marked with the Imagesymbol. The window below shows the reimbursable expense selected to be returned to the To Be Reimbursed list.
    ImageImage RemovedImage Added
  6. Click Remove From List.
  7. Click the To Be Reimbursed tab to ensure the status of the reimbursable expense has changed. The reimbursable expense will again appear listed under the To Be Reimbursed list and can now be re-invoiced through the reimburse button of the sales entry screen.
UI Text Box
typenote
Purchases of items that are selected as 'I Inventory' are not tracked as reimbursables. This is because the job function tracks profit and loss type transactions which affect income and expense accounts. If you create a purchase for an item selected as 'I Inventory', the transaction is allocated against the asset account setup for tracking inventory. It is not until you record a sale for the item that the cost of sale or expense for the item is realised. Another way of thinking of this would be: if an item is selected 'I inventory' then it is trading stock that is generally sold to customers. As such, it is not a case of a reimbursable expense but rather a sale. 
HTML Wrap
width15%
classcol span_1_of_5
 
HTML Wrap
floatleft
classcol span_1_of_5
Panelbox
namegreen
titleRelated topics
HTML Wrap
classsidebarlinks

Tracking the profitability of profit centres using Jobs

Employee reimbursements (Australia only)

Calculating total hours an employee has worked on a job (Australia only)

Budgets (Australia)

Budgets (New Zealand)

Jobs (Budget Analysis) report