Reimbursable expenses

Not available in AccountRight Basics

You can track the expenses you incur while working on a job and then invoice the customer to get reimbursed for those expenses.

Example

You have created job 01 for Edgar Reuss. During the course of working on job 01, you incur expenses that you want to have reimbursed by the customer when you bill him.

When you enter the expenses using the Spend Money window, assign the line items to job 01. The line items are then automatically marked for reimbursement by Edgar Reuss.

Then, when you enter a sale for Edgar Reuss, you can view a list of the reimbursable expenses and add them to his invoice.

To get reimbursed for an expense

1. Set up a job

1. Create a detail job (how to set up a job) or open an existing detail job record. The Job Information window will appear.

2. Select the Track Reimbursables option.

3. In the Linked Customer field, enter the name of the customer who will be billed for this job.

4. Click OK.

2. Assign expenses to the job

1. Enter the expense in a transaction window. For example, enter it in the:

   • Spend Money window.

   • Purchases window. Note that items you track in your stock cannot be reimbursed.

   • Pay Employee window (Plus and Premier, Australia only). Note that only items linked to expense or cost of sales accounts can be reimbursed.

2. In the Job column, select the job you want to assign the expense to.

3. Complete the transaction as you normally would.

3. Bill the customer

1. Go to the Sales command centre and click Enter Sales. The Sales window appears.

2. Enter the customer’s name and press Tab.

3. Click Reimburse. The Customer Reimbursable Expenses window appears.
   The To Be Reimbursed tab lists all expenses that have yet to be billed to this customer.

4. Click in the select column for each expense you want to bill.

5. If you want to change the amounts that will be billed, you can edit the amounts in the Reimbursable column.

   Markup shortcuts

   If you want to mark up all selected expenses by a certain amount or percentage, click Markup and complete the Markup Information window.

6. If a selected expense does not match the invoice layout, (for example, you want to be reimbursed for a non-item expense on an item invoice), select the appropriate item, account or activity that you want to use for these expenses in the Reimbursement [...] field.
   
   For example, if you recorded a Spend Money transaction and you want to be reimbursed for the expense using an item invoice, you will need to select an appropriate item in the Reimbursement Item field in order to include the expense on the invoice. If you don’t have an appropriate item for this purpose, you will need to create one.
   

   All selected expenses that do not match the invoice layout will be allocated to the default item, account or activity

   If you want to be reimbursed for several expenses that relate to different income accounts, items or activities, you can change the details on the invoice later.

7. Click Reimburse. The selected expenses are now listed in the line item area of the Sales window.

   About reimbursed expenses

   When you click Reimburse, all selected expenses will be considered as having been reimbursed, even if you don’t record the invoice, or you later delete the invoice. If you want to change the status of the expense to be reimbursable again, see Changing the status of a reimbursable expense.

8. Make any other changes to the invoice, and then click Record.