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[Brad Reeves]

We are looking at using the expense management functionality for those employees who attend training conferences.  Early in the process, we pay some expenses like conference registration and airfare to a vendor in the AP module.  When the employee returns, they enter all trip expense regardless of who and how they’re paid but we only post from the expense report the expenses paid personally by the employee that they’re being reimbursed.  Management likes all expenses to be on the expense report so they know what the total trip cost is.  My question. Is there a way to configure a payment method for company paid expenses on the expense report so they won’t post and are just their for information purposes, since these things like conference registration and airfare are paid separately in the AP module?

P.S. – We’re currently doing expense reports on excel and entering them manually.

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Brad Reeves
Manager – Finance
Bill And Hillary Clinton National Airport
Little Rock AR
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[Jonathan Struble]

Brad,
Expenses can be entered with a negative value.
This may be too much to track, if you have lots of employees, but what if…..
1. You create a new Payment Method called something like (To Be Offset)
2. Expense reports are entered for all travel items and the ones that were paid out of AP use this Payment Method.
3. A second expense report is created for the lines that were paid out of AP using a negative dollar amount
4. For reconciliation purposes, the ‘Posted transactions’ report can be filtered to just include the ‘To Be Offset’ Payment method

See below how you could filter the report:

Best of luck!

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Jonathan Struble
Anthology Inc
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[Jennifer Erhard]

Yes, this can easily be done with your expense category and the setup for the Payment method for each Expense category.  For example, we have payment method of employee for expenses that need to be reimbursed to the employee and hit the GL at the time of the expense report.  Then we have PCard for a type for expenses that will hit the GL when the PCard transactions hit the GL and will not be reimbursed on the expense report.  Hope this information helps.

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Jennifer Erhard
Manager, Accounting/ERP
Kentucky Lottery Corporation
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