Re-invoice expenses¶
If expenses are tracked on customer projects, they can be automatically charged back to the customer. This is done by creating an expense, referencing the sales order the expense is added to, and then creating an expense report.
Next, managers approve the expense report, before the accounting department posts the journal entries.
Finally, once the expense report is posted to a journal, the expenses appears on the specified SO. The SO is then invoiced, thus charging the customer for the expenses.
Important
Approving expenses, posting expenses to accounting, and reinvoicing expenses on SOs is only possible for users with the appropriate access rights.
Pour plus d'infos
This document provides lower-level instructions for the creation, submission, approval, and posting of expenses. For fully-detailed instructions for any of these steps, refer to the following documentation:
Configuration¶
First, specify the invoicing policy for each expense category. Navigate to . Click on an expense category to view the expense category form. Under the INVOICING section, click the radio button next to the desired selection for Re-Invoice Expenses:
No: The expense category cannot be re-invoiced.
At cost: The expense category invoices expenses at the cost set on the expense category form.
Sales price: The expense category invoices at the sales price set on the expense form.
Créer une note de frais¶
First, when creating a new expense, the correct information needs to be entered to re-invoice the expense to a customer. Using the drop-down menu, select the SO to add the expense to in the Customer to Reinvoice field.
Next, select the Analytic Distribution the expense is posted to. Multiple accounts can be selected, if desired.
To add another Analytic Distribution, click on the line to reveal the
Analytic pop-over window. Click Add a line, then select the desired
Analytic Distribution from the drop-down field. If selecting more than one
Analytic Distribution, the Percentage fields must be modified. By
default, both fields are populated with 100%. Adjust the percentages for all the fields, so the
total of all selected accounts equals 100%.
Example
A painting company agrees to paint an office building that houses two different companies. During the estimate, a meeting is held at the office location to discuss the project.
Both companies agree to pay for the travel expenses for the painting company employees. When creating the expenses for the mileage and hotels, both companies are listed in the Analytic Distribution line, for 50% each.
Créer une note de frais¶
After the expenses are created, the expense report must be created and submitted, in the same manner as all other expenses.
Once the expense report is submitted, a Sales Orders smart button appears at the top-center of both the expense report, and each individual expense record being reinvoiced.
Important
Selecting the proper SO in the Customer to Reinvoice field is critical, since this is how expenses are automatically invoiced after an expense report is approved.
The Customer to Reinvoice field can be modified only until an expense report is approved. After an expense report is approved, the Customer to Reinvoice field is no longer able to be modified.
Approve and post expenses¶
Before approving an expense report, ensure the Analytic Distribution section is populated for every expense line.
If an Analytic Distribution entry is missing, assign the correct accounts from the drop-down menu, then click Approve.
Note
The Approve button only appears after an expense report has been submitted.
The accounting department is typically responsible for posting journal entries. To post expenses to an accounting journal, click Post Journal Entries. Once an expense report is approved, it can then be posted.
The SO is only updated after the journal entries are posted. Once the journal entries are posted, the expenses now appear on the referenced SO.
Facturer les dépenses¶
After the expense report has been approved, and the journal entries have been posted, the SO is updated, and the customer can be invoiced.
Select the expense report, and click the Sales Orders smart button to open the SO. The expenses to be re-invoiced now appear on the SO.
Note
More than one SO can be referenced on an expense report. If more than one SO is referenced, clicking the Sales Orders smart button opens a list displaying all the SOs associated with that expense report. Click on a SO to open the individual SO details.
Les dépenses sont répertoriées dans l’onglet Lignes de la commande de la commande client.
Next, click Create Invoice, and a Create invoices pop-up window appears. Select if the invoice is a Regular invoice, a Down payment (percentage), or a Down payment (fixed amount). Then, click Create Draft Invoice. Doing so creates a draft invoice for the customer. Click Confirm to confirm the invoice, and the customer is invoiced for the expenses.