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How to post employee travel expenses paid with the Debit Card of the company?

Forum|Forum|2 years ago
February 14, 2024
2 replies
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I have a couple of employees who have the company's debit card. They paid for travel expenses with the card, but I am unsure of how to book the expenses on QB desktop.

Is there anyone in this community who can assist?

Thank you very much in advance 🙂

QuickBooks Desktop

Best answer by CharleneMaeF

Hi there, Vinyl_records. I'm here to provide ideas about recording travel expenses in QuickBooks Desktop (QBDT).

In QBDT, we're unable to create expenses. As a workaround, we can write a check. Beforehand, let's set up a Travel expense account we can use to link in the transaction.

Here's how to set up an account:

Go to the Lists menu, then choose Chart of Accounts.
From the Account dropdown, click New.
Select an account type, then select Continue.
Complete the account details.
Once done, click Save & Close.

If unsure, consult an accountant to help you decide what account to use.

After that, we can now create a check for travel expenses. I'll show you how:

Choose the Banking menu and click Write Checks.
Select the appropriate Bank Account.
Click a Payee in the Pay to the Order Of field.
Filter the Date and Check No.
Proceed to the Expense tab, select the Expense Account, and enter the amount.
Click Save and close.

Additionally, I've added an article for more information: Create, modify, and print checks. It will give you instructions on how to void a check as well as a link to a guaranteed check that is compatible with QuickBooks Desktop.

Feel free to leave a comment below if you have further concerns about recording travel expenses in QuickBooks Desktop. I'll be happy to lend a helping hand. Stay safe!

C

CharleneMaeFAnswer

Hi there, Vinyl_records. I'm here to provide ideas about recording travel expenses in QuickBooks Desktop (QBDT).

In QBDT, we're unable to create expenses. As a workaround, we can write a check. Beforehand, let's set up a Travel expense account we can use to link in the transaction.

Here's how to set up an account:

Go to the Lists menu, then choose Chart of Accounts.
From the Account dropdown, click New.
Select an account type, then select Continue.
Complete the account details.
Once done, click Save & Close.

If unsure, consult an accountant to help you decide what account to use.

After that, we can now create a check for travel expenses. I'll show you how:

Choose the Banking menu and click Write Checks.
Select the appropriate Bank Account.
Click a Payee in the Pay to the Order Of field.
Filter the Date and Check No.
Proceed to the Expense tab, select the Expense Account, and enter the amount.
Click Save and close.

Additionally, I've added an article for more information: Create, modify, and print checks. It will give you instructions on how to void a check as well as a link to a guaranteed check that is compatible with QuickBooks Desktop.

Feel free to leave a comment below if you have further concerns about recording travel expenses in QuickBooks Desktop. I'll be happy to lend a helping hand. Stay safe!

V

Vinyl_recordsAuthor

Thank you so much, @CharleneMaeF, but who will be the Payee? If I issue the check to the employee (which is a 1099), it will show at the end of the year as part of his payments.

I apologize for the lack of QB knowledge 🙂

Thank you,

R

rvrfrf

Thanks for getting back with the Community, Vinyl_records. I'm happy to hear CharleneMaeF's steps were able to help you identify how to post employee travel expenses.

A payee is typically who the check is paid to, but it can vary depending on the scenario. If you're unsure who to enter as your Payee when writing checks, I'd recommend working with an accounting professional. If you're in need of one, there's an awesome tool on our website called Find a ProAdvisor. All ProAdvisors listed there are QuickBooks-certified and able to provide helpful insights for driving your business's success.

Here's how it works:

Go to our Find a ProAdvisor page.
Use the City or ZIP search field to specify a location.
Select Find a ProAdvisor.
Browse through your results and find one that works best for the business. You can click on each ProAdvisor's profile to learn more information about them.

Once you've found an accountant, they can be contacted through their Send a message form:

Use the available text box to introduce yourself. Be sure to include details about which services you're looking for.
Enter your appropriate info in the Your name, Your email, and Your phone number (optional) fields.
Hit Send message.