Available in Sage 50 Premium Accounting and higher.

Expense Ticket Fields

Related topics

The Expense Tickets window is available from the Time/Expense option of the Tasks menu; select Expense Tickets.

The window includes the following fields:

Ticket number

Ticket numbers are used to reference individual expense ticket. A ticket number is automatically assigned when you begin entering a new ticket in the Expense Ticket window. Ticket numbers increase by 1 based on the last ticket entered and saved. You cannot assign or alter a ticket number.

Note: Time tickets and expense tickets share the same numbering sequence. For example, if you enter and save expense ticket 001189, the next ticket number (either expense ticket or time ticket) will be assigned ticket number 001190.

Has this ticket been applied to an invoice?

If an expense ticket says Yes on Has this ticket been applied to an invoice, this indicates that the ticket has already been applied to a customer invoice. You can only apply an expense ticket once to customer invoices. After the ticket has been applied to a sales invoice, you cannot apply the ticket again.

Note: If you delete a line item that references an applied ticket in the sales invoice, the ticket will still indicate that it has been used in Sales/Invoicing. You will not be able to apply it to another invoice. To keep your ticket transactions consistent with your sales invoices, you should delete the entire invoice and re-create it, omitting the line that you want to delete. Tickets marked Has this ticket been applied to an invoice cannot be deleted. To remove the used ticket, you must purge the ticket.

Tip: If you delete an invoice created from time and/or expense tickets, then all time and expense tickets applied to this invoice will no longer be marked as Has this ticket been applied to an invoice. You can apply these tickets to a new sales invoice.

Invoice Number

If this ticket has been applied to an invoice, this field will display the number of the invoice. Clicking the number will open and display the invoice itself.

Note: If there is no number in this field, but the Has this ticket been applied to an invoice field says Yes, it means that the invoice exists but there is no Invoice Number for it yet because it has not been printed or it was not saved with an Invoice Number.

Employee/Vendor

There are two types of expense tickets: employee expense tickets and vendor expense tickets. Select either Employee or Vendor to describe who is recording this expense. Both employee and vendor expense tickets can be used later in Sales/Invoicing when billing your customers.

Employee ID/Vendor ID

Enter or select the employee ID or vendor ID that corresponds to the person recording this expense.

Note: If this is an employee ticket, sales reps cannot be selected. Only individuals set up as employees or as both employees and sales reps can record expense tickets.

In Time/Expense reports, the Employee/Vendor field is referred to as Recorded by ID.

To be applied

Here you specify for whom or why this expense is being recorded. You have three choices:

Customer: The expense is for a customer who is not associated with an existing job set up in Job Costing.
Job: The expense is for a job, phase, or cost code set up in Job Costing. The tickets will be available for billing in sales invoicing based on the customer selected in the For Customer field on Maintain Jobs.
Administrative: The expense is not associated with a customer or job. For example, you might record meals as an employee administrative expense. Administrative expense tickets are automatically given a Non-billable billing status. You can change the billing status. However, since no customer or job can be associated with it, administrative tickets cannot be used in Sales/Invoicing.

Customer ID/Job ID

Enter or select the customer ID or job ID that corresponds to the customer or job this expense is being recorded for. If this is a job ticket, then jobs, phases, and cost codes are available to select.

Note: In Time/Expense reports, the Customer ID/Job ID field is referred to as Completed for ID.

Charge Item

Enter or select a charge item set up in inventory from the drop-down list. Tell me more about Charge Items.

Invoice description

You can enter a short description for the expense ticket. You can enter up to 160 characters. Typically, this description is used for billing purposes. When applying expense tickets to customer invoices, you can choose to display the ticket description entered here or the Charge-item description set up in Maintain Inventory (provided the applied tickets are not consolidated).

Ticket date

Enter or select a date for the expense ticket. You can only enter dates within the previously closed fiscal year or the two currently open fiscal years.

Note: Common reasons for entering charge items dated in the previously closed fiscal year include recording expenses incurred last year that will be billed to a customer this year.

Reimbursable to employee? check box

If you selected Employee as the expense ticket type, the Reimbursable to employee? check box will appear in the Expense Ticket window. You can track certain employee expenses as reimbursable (for report purposes only). Expense tickets selected as reimbursable to the employee can be viewed in the Reimbursable Employee Expense report.

Billing status

There are four billing statuses. What you select here will determine whether or not this ticket is available to apply to sales invoices.

Billable: This ticket is available to include on customer invoices.
Non-Billable: This ticket will not be available to apply to customer invoices. This status is automatically applied if this is an administrative ticket.
Hold: This ticket will not be available to apply to customer invoices until the ticket's status is changed to billable.
No Charge: This ticket will be forced to a zero billing amount. This ticket will be available to apply to customer invoices, allowing your customers to see work that you did but did not charge them for.

Quantity

Enter the number of charge-item units for this ticket. Not all expense situations require a quantity; therefore, this field is not required.

Unit price

This is the rate used to calculate the Billing Amount for the charge item recorded on this expense ticket. You can select any of the sales-price levels listed in the Unit Price field or enter an alternate rate.

Sage 50 will use the following logic to select the default Unit Price:

Sage 50 will first use the sales-price level set up for the customer associated with this ticket. This price level is set up on the Sales Info tab on the Maintain Customers/Propsects window.
If you selected Job as the time-ticket type but you have not selected a customer for the job (on Maintain Jobs), then the first sales price set up in Maintain Inventory Items will be selected.

If you want to change the Unit Price to something other than what is listed, you can either enter an alternate amount or return to the charge item's setup in the Maintain Inventory Items window and change the sales-price levels.

Billing amount

The billing amount is equal to the Quantity multiplied by the Unit Price.

Tip: Although you can change the value in the Billing Amount field, Sage 50 will change the value in the Quantity field automatically to compensate for the change, while the Unit Price will remain the same. If you want to change the amount that you bill the customer for, you can write-up the amount when you apply the ticket to a sales invoice.