How do I Bill Agents for Incidental Charges (copies / signs / supplies)

How do I Bill Agents for Incidental Charges (copies / signs / supplies)

Enter Incidental Expenses to be invoiced to agents

  1. Click the Bills menu
  2. Click enter bills submenu
  3. Click the new to add a new payable voucher
  4. Select a company from the dropdown list
  5. Click the magnifying glass button to add a vendor
  6. Select a voucher type from the dropdown list
  7. Enter order date by typing on the field or use the calendar button to select
  8. Click start new
  9. Click save
Darwin Cloud - Google Chrome

To bill an agent for incidental items, the recoverable expenses are always entered in Bills screen. Normally, we do this using a series of "pretend vendors".

  1. To start click on "click here to add a new row"
  2. Select the agent from the dropdown list then press tab
    • The account will automatically be filled in
  3. Enter the description of the bill then press tab
  4. Enter the amount agent owe to the vendor then press tab twice

To add more line item, repeat the steps above to fill in the required fields. User may use the tab key to go from one field to another. There can be multiple agents that can be added in the bill.

The bill created amounting of $100.00 will not be paid to Postage expense since this is not a real vendor.

To resolve this:

  1. Start clicking on "click here to add a new row"
  2. Select any office of the company from the dropdown list then press tab
    • The system automatically put the correct expense account (as entered by you when you created the "pretend vendor")
  3. Add a description in the field
  4. Enter a negative amount equal to the total bill then press tab twice
    • For instance, the amount is -$100.00
  5. Click the post button to save and post the bill

 After entering a negative amount for the selected office of the company, the total bill will be for a total $0.00

  1. The posted and paid box will be checked after clicking the post button

Setting up a "pretend vendor"

Create a series of "pretend vendors". Make one for each type of incidental expense you need to charge to agents when billing. Here are some examples:

  • Postage expense
  • Office supply expense
  • Sign expense
  • Color copy expense

After creating the "pretend vendor", add the default expense account for the vendor using these steps:

  1. Click People
  2. Click the People links submenu,
  3. Click search to open "pretend vendor" profile
  4. 6- 1004 - Postage exp is the default account from the dropdown list

Selecting the default account in People links tells what kind of expense is used when user buy things from the vendor.

When users are entering payables, the default account selected from the profile of the vendor will automatically put in the account field.

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