set up for dealing with employees expenses

tereque tereque at gmail.com
Thu Jul 12 22:43:45 EDT 2012


thanks, several questions though

On 13/07/2012 09:15, Derek Atkins wrote:
> Hi,
>
> On Thu, July 12, 2012 9:05 pm, tereque wrote:
>> hi everybody,
>>
>> I am managing accounting for our small company and need to find a good  ...
>> ...
>> ...I would prefer that in the end the (liabitlty) account of the employes
>> cash (that has been used temporarily) is being left out
>
> This is exactly what the Employee Expense Vouchers are for.  Business ->
> Employee -> New Voucher
>
> Just set up a single A/P account (which you can share between Employee
> vouchers and Vendor Bills).  When you post a Voucher to A/P that will show
> the Expenses paid to the Employee (using either Cash, which would be
> directly reimbursable via A/P, or via a Company Card, which would go to
> that liability instead of the A/P liability).  Then when you process
> payment it will show the payoff of the A/P liability from your asset
> (Bank/Cash) account.

have figured out that after a little back and forth. Actually seems you 
need a 'liability account' you can connect the single transaction of 
each Voucher with first. Once 'posted' the Voucher it is shown to the 
A/P account AND the liability account.

Problem not yet solved is: How do I get this payment in the normal cycle 
after reimbursement?

If I 'pay' the invoice (using the A/P as a target) I even out my 
employees liability account (which is good). But I actually need these 
$100,- to show as a withdrawal from one of my assets, and going to one 
of my expenses accounts. I guess in the end it doesn't matter that this 
money was first paid by myself and then later was reimbursed in cash to 
me. I need the payment coming from an asset > going to an expenses account.

Also I would need all single items of such a voucher to be routed 
individually. Possible I have one payment for Paper, one for dining and 
something else which need to be shown in the correct expenses account.

It also seems not to help if you only had one items per voucher (which 
also not seem to be purpose really) because when 'paying' the invoice 
you get the name of the employee in the description and would loose the 
real description ('Paper' in this example)

many thanks



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