Available in Sage 50 Premium Accounting and higher.
Expense tickets are used in Time & Billing to track company resources used on behalf of customers or jobs or to help you manage administrative tasks. Expense tickets must be associated with the customer or job (associated with a customer) and have a billable or no-charge billing status before they can be applied to the customer invoice.
The toolbar at the top of the window contains the following buttons: Cancel, OK, Write Up, Remove Write Up, Use, (Select Tickets to) No Bill, (Clear) Use, (Clear) No Bill, Detail, and Help.
Fields
Sort List By You can sort the recorded expense tickets listed in this window using several different methods. This can be useful when consolidating tickets. Choose a sort method from the drop-down list.
Consolidate by: You can consolidate recorded expense tickets using several different methods:
- No Consolidation: displays each selected expense ticket for this customer as a separate line item.
- Charge Item: displays all selected expense tickets for this customer as one line item for each charge item listed.
- Employee/Vendor ID: displays all selected expense tickets for this customer as one line item for each employee or vendor listed.
- Job: displays all selected expense tickets for this customer as one line item per job.
- Job and Phase: displays all selected expense tickets for this customer as one line item per job and phase.
- Job, Phase, and Cost Code: displays all selected expense tickets for this customer as one line item per job, phase, and cost code.
- Consolidate All: displays all selected expense tickets for this customer as one line item.
Use Ticket Description for Invoicing: Select this option to insert the expense ticket description as the line item description on the invoice. This option is only available if No Consolidation is selected.
Use Item Description for Invoicing: Select this option to insert the associated ticket's charge item description as the line item description on the invoice. This option is only available if No Consolidation is selected.
Ticket Date: This displays the original date that the ticket was entered. You cannot edit this field; it is for display purposes only.
Charge Item: This displays the charge item set up in inventory that is associated with the ticket. You cannot edit this field; it is for display purposes only.
Quantity: This displays the number of charge item units recorded with this ticket. You cannot edit this field; it is for display purposes only.
Unit Price: This displays the unit price assigned to the ticket when calculating the billing amount (ticket amount). You cannot edit this field; it is for display purposes only.
Ticket Amount: This is the quantity multiplied by the unit price. You cannot edit this field; it is for display purposes only.
Invoice Amount: This is the amount that will appear on the invoice if the ticket is selected to be applied. You can change the amount if desired or write up the amount by selecting the Write Up button.
Use: Selecting this check box indicates the ticket is to be applied to the invoice. The ticket will appear as an individual line item on the invoice, depending on the consolidation method selected.
No Bill: Selecting this check box indicates you want the ticket billing status to be changed to non-billable. If the No Bill check box is selected, the ticket will not be used on the invoice and will not be available to apply to any future sales invoices for this customer. To change the billing status after No Bill has been selected, you must display the ticket in the Expense Tickets window and change the billing status back to billable or no charge.
The following fields appear on the second line of each ticket:
Employee/Vendor ID: This identifies the employee or vendor ID assigned to the time ticket. You cannot edit this field; it is for display purposes only.
Employee/Vendor Name: This identifies the employee or vendor name associated with the time ticket. You cannot edit this field; it is for display purposes only.
Job, Phase, and Cost Code: This identifies the job ID, phase, or cost code associated with the time ticket. You cannot edit this field; it is for display purposes only.