Jobs

To bill a customer for reimbursable expenses

Keep in mind that in order to bill a customer for reimbursable expenses, several conditions must exist in your company file. [To track reimbursable expenses (setup)]

The Sales window should be displayed.

1. After entering information about your customer, click the Reimburse button to open the Customer Reimbursable Expenses window.



2. Click the To Be Reimbursed tab to display the expenses that have yet to be billed to this customer.



3. Click the Action column for each expense you want to bill the customer. When you click this column, a mark will appear for the expense; the mark indicates that you intend to bill the customer for this expense.



4. At the top of the Customer Reimbursable Expenses window is a field whose name (either Reimbursement Item or Reimbursement Account) depends on the type of sale you're creating in the Sales window. This field is used to properly track your reimbursements.

• If the Reimbursement Item field is displayed: This field appears if you're creating an item sale in the Sales window. Enter the item number you use to track reimbursements on item sales. (To create a default reimbursement item)

• If the Reimbursement Account field is displayed: This field appears if you're creating a service, professional or miscellaneous sale. Enter the account you use to track reimbursements on these types of sales. (To create a default reimbursement account)

• If the Reimbursement Activity field is displayed: This field appears if you're creating a time billing sale. Enter the activity you use to track reimbursements on time billing sales. (To create a default reimbursement activity)
  

5. Review the list of items to be reimbursed to decide if you want to mark up the cost of the reimbursement to the customer. Skip to step 9 if you don't want to mark up the cost.



6. Click in the Action column next to each item you want to mark up; an X will appear to indicate the item has been selected.



7. Click the Markup button. Make entries in the Markup Information window to indicate the amount or percentage by which you want to mark up the expenses. (More details)



8. Click either the Markup All Items button or the Markup X Items Only button.



9. Click the Reimburse button. All the expenses you marked in step 3 appear in the line item area of the Sales window automatically. These expenses are now considered reimbursed; the next time you open the Customer Reimbursable Expenses window or the Job Reimbursable Expenses window, you'll notice that the expenses have been moved to the Reimbursed/Removed list.

Warning:  If you make a mistake when you bill for job expenses

10. Add more line items to the sale if you need them (Entering line items, headers and subtotals on a sale); then complete the sale.

Related topics

• Getting reimbursed for job expenses
• To set up a job to track reimbursements