Any new work should be opened as a job ticket, as it happens. A job ticket can be opened anytime after it is conceived, and certainly before the work begins. It's important to open new jobs as soon as possible, since purchase orders and time can't be tracked without a job number.

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There are two parts to employee expense accounting: (1) writing the expense advance check, then (2) adding the employee’s expense report. The expense advances are added in the Checkbook, while the expense reports at added in Expenses.

Expense advance checks can only be written to active staff members. When an employee expense advance check is posted, its amount updates an employee A/R account in the General Ledger. Later, when the staff member enters their expense report, they’ll be prompted to enter their expense advance check number. The expense report is then reconciled with the advance check. If the employee owes the company, he or she must write a personal check on the spot -- the Employee Expense window requires that they enter their check number before the report can be saved. If the employee spent more than their advance, a check is cut for the difference automatically.

Employee expense advances are tracked on financial statements, as well as on a check report. These reports make it easy to manage expense advances.

The checks issued for advances can be reconciled to the employees’ expense reports. This lets you track the advances to the employees and accurately distribute them to the correct job or expense account.

✳️ Before writing employee expense advances, you must create a G/L account to track employee receivables. This account number, which is an asset, also needs to be entered into your accounting preferences.

🔹To write checks, open the Checkbook window then click the Add toolbar button.

HERE'S HOW IT WORKS

• A purchase order can be charged to a credit card.
• Time reports can show time by staff member or for one job number.
• The time card reports analyze the week’s time by department or team, for better accountability.
• Only supervisor or admin level users can add, edit, and delete staff files.
• When the check is posted, this amount will debit the employee receivables G/L accounts.

⚠️ A staff member needs special permissions to write checks for job costs. See Accounting/Finance permissions.

📎 A bank reconciliation can be saved temporarily by clicking Save. When the window is reopened later, the temporarily cleared items appear with an “X” in the Cleared checkbox.

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TO WRITE AN EMPLOYEE EXPENSE ADVANCE CHECK

1️⃣ From the Checkbook window, click on the Add toolbar button.

The Write Check dialog box opens, prompting you to select the type of check you wish to write.

2️⃣ Click on the Employee Expense Advance radio button.

3️⃣ Choose a bank account from the cGL pop-up menu.

Only G/L accounts that are tagged as checking accounts can be used for employee expense advances. When you choose the account to use, you'll see the account's current balance displayed.

📎 Checks are numbered automatically based on the cash account’s G/L number. You can change the number by typing in a new number over the old. Changing the check number doesn’t affect the next check’s number -- it will be the next check number in sequence.

4️⃣ Enter the check date.

📎 Is this a hand-written check? The handwritten check option keeps the check from being printed. It should be checked only for checks that shouldn’t be printed. It can be changed later, if needed.

5️⃣ Type in the staff member's name.

6️⃣ Enter the check amount.

The Bank Reconciliation window then opens, listing the bank's outstanding transactions based on your selection. This is where you'll mark entries as cleared or not cleared until they match your printed bank statement.

7️⃣ Enter the check memo.

The memo describes what is being purchased by this check. It appears on cash reports and G/L reports.

8️⃣ If you're going to mail the check for some reason, enter the staff member's mailing address.

⚠️ For security reasons, you won't be able to change the check's mailing address after it is posted. However, not all checks for a vendor must be included on the 1099, so C&P provides the flexibility to include or exclude certain checks on the 1099 total via this checkbox.

9️⃣ Click Save.

Once the expense advance check is saved, it can be proofed, changed, or deleted anytime before it is posted. The check doesn’t update the General Ledger until posting. Posting creates journal entries. Employee advance checks don’t affect vendor balances, since they’re not paying off invoices. Unposted checks don’t appear on job, cost, or accounting reports.

TIPS

📌 When a new order is added, the default order template is selected automatically. The default order template can be changed in the Order Template window.

📌 The vendor's name and address on a purchase order can be customized, but only after the PO is saved. This ability lets you write a purchase order to a vendor in your database, but send the PO to a different address. You can change this from the Purchase Orders window by clicking the delivery info/special instructions link.

FAQs

💬 Can I delete a task from the Add/Edit window? No. To delete a task, close this windowFrom the Task Table window, click on a task then click the Delete toolbar button. A task can be deleted from the Task Table as long as it isn’t used on any job.

💬 Can I change the staff member's initials? Yes, the Re-number utility will change all of a staff member's time entries, job tasks, etc. automatically. If the staff member also has a vendor account (which is used for expense report reimbursements) it will be renumbered as well.

SEE ALSO
Checkbook
Bank Reconciliation FAQ

EXPLAINERS
Employee Expense Advances