Set Up Reimbursable Expenses

Setting Up Reimbursable Expenses

Your customers can be setup to reimburse you for items you buy for them. To track these reimbursibles, you should:

Create a new Job (Lists > Jobs > New) Indicate your customer as the linked customer on the Job information screen, and check 'track reimbursables'.

When you make a reimbursable purchase, make sure you enter the appropriate job number in the job column. Note: You do not use the reimburse feature for inventoried items. You simply sell inventoried items to the customer. You use the reimburse feature for non-inventoried items, purchased for a specific customer.

When you create an Item invoice in the Sales window and click the Reimburse button to open the Customer Reimbursable Expenses window, the field at the top of the window will be labeled Reimbursement Item. In this field, you'll enter the number of an item that serves as a dummy item on your item sales, so you can enter any type of expenses, items or services, on the item sales. This dummy item isn't a physical item at all; its only purpose is to make it possible for you to include services and other expenses on an Item Invoice. If you intend to add service to the item invoice you are creating, enter the dummy item number in the reimbursement Item field. It will be an item you 'sell' only. Next, check off any reimbursable expenses in the list, and then click Reimburse.

If you entered a Service invoice, you will need to enter a Reimburse Account. This can be your regular Fee Income account, or you may have created a specific account for these types of transactions. You could even use the same cost account that was impacted when you bought the materials on a service PO, but this would only be if you want the cost to 'wash'. If you're generating income, money, you want to enter an income account.