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.

Quan trọng

Approving expenses, posting expenses to accounting, and reinvoicing expenses on SOs is only possible for users with the appropriate access rights.

Xem thêm

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:

• Ghi nhận chi phí

• Báo cáo chi phí

• Approving expenses

• Posting expenses in accounting

Thiết lập

First, specify the invoicing policy for each expense category. Navigate to Expenses app ‣ Configuration ‣ Expense Categories. 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.

Tạo một chi phí

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.

Để thêm một Phân bổ phân tích khác, nhấp vào dòng để hiển thị cửa sổ bật lên Phân tích. Nhấp vào Thêm một dòng, sau đó chọn Phân bổ phân tích mong muốn từ trường thả xuống. Nếu chọn nhiều hơn một Phân bổ phân tích, các trường Phần trăm phải được chỉnh sửa. Theo mặc định, cả hai trường đều được điền sẵn với 100%. Điều chỉnh phần trăm cho tất cả các trường, sao cho tổng của tất cả tài khoản được chọn bằng 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.

Create an expense report

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.

Quan trọng

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.

Ghi chú

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.

Invoice expenses

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.

Ghi chú

Có thể tham chiếu đến nhiều SO trên một báo cáo chi phí. Nếu có nhiều SO được tham chiếu, việc nhấp vào nút thông minh Đơn bán hàng sẽ mở một danh sách hiển thị tất cả SO liên kết với báo cáo chi phí đó. Nhấp vào một SO để mở chi tiết của từng SO.

The expenses are listed in the SO Order Lines tab.

Tiếp theo, nhấp Tạo hóa đơn, một cửa sổ bật lên Tạo hóa đơn sẽ xuất hiện. Chọn loại hóa đơn là Hóa đơn thường xuyên, Khoản trả trước (theo phần trăm) hoặc Khoản trả trước (số tiền cố định). Sau đó, nhấp Tạo hóa đơn nháp. Thao tác này tạo hóa đơn nháp cho khách hàng. Nhấp Xác nhận để xác nhận hóa đơn, và khách hàng sẽ được tính phí cho các khoản chi phí.