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employee expense reports in QuickBooks

 
 
Ken Alker
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      10-21-2003, 06:26 AM
I would like to use QuickBooks to track employee expense reports. I have
been entering employee reimbursement checks with several SPLITs in order to
show each item purchased by the employee. However, this does not allow me
to track the vendor and actual date for each item purchased. Tracking the
date and vendor of each item purchased via the memo field is not acceptable
to me. I want the date and vendor information just as available to
reporting, sorting, and searches as it is with other purchase I've made via
a company check or credit card. Using my current method, the date and
vendor information get lost.

I tried a new method today in which I set up an account called "employee
expenses" of type "credit card". I tried entering employee expenses into
this account which then gives me the ability to record each item with a
vendor and date. When I write a check to the employee, I assign it to the
"employee expense" account, thus offsetting the employee expenses., However,
this is a bit ugly as all employee expenses are tossed into a single account
(register) and the account only zeroes out when there are no outstanding
expenses, and all reimbursement checks have been written. Furthermore, this
method does not have any way to associate, or "link" a set of employee
expenses to the reimbursement check.

The only way I can think to accomplish this would be if QuickBooks had a
special "employee expense form" that would allow one to enter multiple
transactions, each of which could be from a unique vendor. This would be
similar to entering the splits in a check, bill, etc, but the split items
would be a bit more detailed in that the vendor and date would be input
along with the item detail. Then, you would have the ability to offset the
expense report with a check (very similar to the way one offsets a bill with
a check via the a/p register). So, an expense report would be almost like a
bill, expect it would allow vendor and date entry for each split item.

Is there perhaps a feature in QuickBook specifically made for tracking
employee expenses? If not, is there a way to use customer:job lists, bills,
or invoices to accomplish this? I've looked into these, but there doesn't
seem to be any way to enter multiple transactions where each transaction is
from a different vendor.


 
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      10-21-2003, 01:39 PM
There is no such feature in QB, but your "Credit Card" method is very close. Create an account for each employee, not just a single account for all employees. Reconcile an account when preparing the reimbursement - the reconciliation report will be your documentation for the check.


"Ken Alker" <(E-Mail Removed)> wrote in message news:3f94d1a0$0$(E-Mail Removed)...
> I would like to use QuickBooks to track employee expense reports. I have
> been entering employee reimbursement checks with several SPLITs in order to
> show each item purchased by the employee. However, this does not allow me
> to track the vendor and actual date for each item purchased. Tracking the
> date and vendor of each item purchased via the memo field is not acceptable
> to me. I want the date and vendor information just as available to
> reporting, sorting, and searches as it is with other purchase I've made via
> a company check or credit card. Using my current method, the date and
> vendor information get lost.
>
> I tried a new method today in which I set up an account called "employee
> expenses" of type "credit card". I tried entering employee expenses into
> this account which then gives me the ability to record each item with a
> vendor and date. When I write a check to the employee, I assign it to the
> "employee expense" account, thus offsetting the employee expenses., However,
> this is a bit ugly as all employee expenses are tossed into a single account
> (register) and the account only zeroes out when there are no outstanding
> expenses, and all reimbursement checks have been written. Furthermore, this
> method does not have any way to associate, or "link" a set of employee
> expenses to the reimbursement check.
>
> The only way I can think to accomplish this would be if QuickBooks had a
> special "employee expense form" that would allow one to enter multiple
> transactions, each of which could be from a unique vendor. This would be
> similar to entering the splits in a check, bill, etc, but the split items
> would be a bit more detailed in that the vendor and date would be input
> along with the item detail. Then, you would have the ability to offset the
> expense report with a check (very similar to the way one offsets a bill with
> a check via the a/p register). So, an expense report would be almost like a
> bill, expect it would allow vendor and date entry for each split item.
>
> Is there perhaps a feature in QuickBook specifically made for tracking
> employee expenses? If not, is there a way to use customer:job lists, bills,
> or invoices to accomplish this? I've looked into these, but there doesn't
> seem to be any way to enter multiple transactions where each transaction is
> from a different vendor.
>
>

 
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