Apply Job-Reimbursable Expenses to Sales Invoices

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To bill customers for reimbursable expense transactions incurred from a job, you need to create a sales invoice and select expenses to bill by clicking the Apply Tickets/Expenses link. On the tabs, you can consolidate these expenses and write them up or down.

To bill a customer for job-reimbursable expenses:

From the Tasks menu, select Sales/Invoicing. Sage 50 displays the Sales/Invoicing window.
Enter or select the customer you want to invoice for the expenses incurred for a job.

If this customer is associated with a job and you have entered related job expense transactions, you can apply reimbursable expenses to the invoices. How do I do this?

Note: To use reimbursable expenses, you must have entered the customer's identification in the For Customer field in the Maintain Jobs window or selected a phase or cost code associated with a job for this customer.
Select the Apply tickets/expenses link to include job-expense transactions related to this customer on the invoice.

Sage 50 lists all unused reimbursable expense transactions (purchases, payments, or payroll) associated with jobs for this customer.

If you would like to see the detailed description of the transaction, select the transaction; then select the Detail button. Sage 50 displays the Reimbursable Expense Detail window. Click OK when finished.
Choose a sort method from the Sort List By drop-down list. You can sort the reimbursable expense transactions listed in this window using several different methods. This can be useful when consolidating expenses.
To consolidate the reimbursable expense transactions that are listed, select an option from the Consolidate by drop-down list.

This determines the organization of the selected line items on the invoice. Consolidation will combine separate items into one line item on the invoice based on your consolidation method.
To apply the reimbursable expense item to the sales invoice, select the Use check box.

To select a range of reimbursable expense transactions that need to be applied to this invoice, select the Use button, which will display the Select Reimbursables to Use window. You can select reimbursable expense transactions to apply based on the following criteria: all reimbursable expenses, by job, by item, or by date range. After choosing your selection filter, click OK.
If you do want the reimbursable expense to no longer appear in this window again, select the Delete check box.

To select a range of reimbursable expenses to remove for this customer, select the (Select to) Delete Expenses button, which will display the Select Reimbursables to Delete window. You can select reimbursable expense transactions to remove using the following criteria: all jobs, by job, by item, or by date range. After choosing your selection filter, select OK.

Note: When a reimbursable expense transaction for a job is deleted, you only remove its eligibility for use in Sales/Invoicing. The actual transaction will not be deleted. Also, once a reimbursable expense is removed in this window, it can no longer be applied to any future sales invoice, even if you delete this invoice.
To write up or write down the expense, manually change the invoice amount.
To write up or write down a group of expenses by a common dollar amount or a percentage, select the Write Up button. Sage 50 displays the Select Reimbursables to Write Up/Down window. You can specify which items to write up (all items, by job, by item, or date range). Enter the write-up figures in the boxes provided, and click OK.

You can write up line items by a common dollar amount or a percentage. If you want to give the customer a discount, enter a negative percentage.
If you want to apply time tickets associated with this customer, select the Time Tickets tab. (Sage 50 Premium Accounting and higher) If you want to apply expense tickets, select the Expense Tickets tab.
When you have finished making your selections to apply to the invoice, click OK to return to the invoice.

Time tickets, expense tickets, and reimbursable expenses selected to use appear as individual line items in the invoice based on the consolidation method and write up/down amounts. You can manually enter or change line descriptions to identify the billed transaction to your customer.