To enter a reimbursable charge or expense that you will Invoice the Client for, follow these steps:
1. In the navigation bar, click on Accounts Payable and then click on Vendor Deposits & Invoices. In the top right, click on the +Add button and select Expense/Bill/Miscellaneous.
2. Select the Vendor, if the Vendor is not shown in the list, you can add the Vendor by going to the navigation bar and clicking on Contacts and then Vendors. Then enter an Invoice Number (use the date or another identifier if you do not have an Invoice Number), the Invoice Date (which is the date of the transaction), and an optional Transaction Description. Lastly, choose the proper method of payment with the Pay With menu. If the payment method is A Check, then you can enter the check details under Enter Hand Check/Wire Details.
3. Click the +Add button under the information you just entered.
4. On the Vendor Invoice Distribution window, select the Project Related option and enter this information:
Select the appropriate Sales Category and input the Amount / Cost for the expense
Next, in the Item / Component Information section, select the Project to which the expense will be assigned and then choose either New Item or Existing Item to indicate whether this will be an additional Item created in the Project or the expense will be assigned to a previously entered Item, respectively
If you are using the New Item option, you can optionally enter the desired Location within the Project to assign the Item
Select the Component Type that best fits your expense. If you are unsure, choose Merchandise
You can change the Pricing Type as desired. In the % Type menu, choose if you wish to Markup this expense, Discount it or make it a Fee. If you do not wish to bill the Client for the expense, you can choose Discount and enter 100 into the Markup% field as doing so will generate a cost in the Project only. The pricing type and percentage will default from the Project settings for the selected Component Type
Select whether the expense is Taxable though this will default from the Project Taxable settings for the selected Component Type so it generally does not need to be changed.
Enter a Description. This information will become the Item description if the New Item option has been chosen while it will be the Component description if Existing Item was selected
Click the OK button when finished entering the information
If you want to split a total expense between multiple Projects, click the +Add button again to repeat the process.
5. Once complete, click the green Save button in the top right.
6. Make sure the expense is tagged and then click on the Post button on the right.
7. Confirm the fiscal month shown and change if needed. Then click on Ok.
