I understand this situation can be perplexing, JessPhilly. Allow me to provide you with some general tips in handling the transactions.
In QuickBooks Online, you normally create journal entries to track the expenses incurred by the employee. Then, issue a check for the refund.
Based on your initial post, I can see that you have a different process in place to reimburse workers for their expenses. As the employee is designated as the payee for the bills, there is no direct link to a vendor within the system.
Since you need to monitor the spending fluctuation at both the GL and vendor levels, you'll want to consider associating the purchases with the original vendor. This can help provide you with better visibility and organization of your expense records.
Remember, it's always a good idea to consult your accountant or bookkeeper to tailor the approach to your specific business needs and ensure accurate financial
recording and reporting.
Start by creating a bill for the outside vendor, consolidating all the expenditures to be reimbursed. Then, enter a bill payment to mark it as paid. Here's how:
- Click the + New button, then choose Pay bills.
- Select the account you paid the bill from.
- Set the appropriate date and reference number.
- Tick the checkbox of the appropriate bill, then enter the amount.
- Add a memo as needed, then hit Save and close.
Note that you'll still log journal entries to account for the funds distributed to your employees. I'm also adding these articles to learn how to handle the mixing of business and personal funds in QBO:
Just tap me if you have any other concerns or encounter challenges during the reimbursement process. I'm here and ready to lend a hand whenever you need assistance in completing your tasks.
