Intro – Reimbursement #

Reimbursement is used to record reimbursement expenses for employees. First, select the employee, then choose associated expense claims, mileage expenses, and any outstanding employee advances. The system will then calculate the net amount the company owes the employee or the amount the employee needs to return for any remaining advance.

• Reimbursement is a posting transaction.
• You cannot enter Reimbursement without approved expense claims or approved mileage expenses.

Create a New Reimbursement #

• Go to Employee on the left sidebar, and select Reimbursements
• On the first page of Advance Payments, there are 2 tabs – Awaiting Payment and Payment History.
• On the Awaiting Payment tab, you’ll find a list of employees with the number of expenses awaiting reimbursement. Click or tap a row to record its payment and complete the following fields.
  • Payment number is an auto generated number.
  • Date: default is today.
  • Employee: It is an employee you selected.
  • Reimbursed Amount: The total claim amount. It is a read-only field.
  • Advance Amount: This field displays the total balance of any advances related to this expense claim. Since an expense claim can refer to previously paid advances (and multiple claims might reference the same advance), the system automatically calculates this total. It is a read-only field.
  • Returned Amount: Enter the amount of the remaining advance returned to the company. If the employee does not return the remaining amount, or returns an amount less than the remaining amount, the referring advance will remain open, and the employee can refer to it again on a new expense claim.
  • Payment Amount: The amount that the company need to reimburse an employee. It is a read-only field.
  • Payment Method: Cash, Check, EFT or others. You may add new method in Accounts -> Payment Methods.
  • Reference / Check No: optional
  • Cash/Bank Account:  Select which account to use for payment.

• • Expense Detail: This section lists expense claims and mileage expenses for this reimbursement. You can delete any line to exclude it.
  • Employee Advance Detail: List of employee advances related to this reimbursement.

• Click Ok.