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firechaser
November 3, 2022
Question

reimbursement FROM an employee

  • November 3, 2022
  • 4 replies
  • 0 views

An employee shipped a personal item through the company shipper. We now have a negative AP for that expense. The employee gave us cash. How do I record the deposit against the AP?

4 replies

BigRedConsulting
BigRedConsulting
November 3, 2022

Use the AP account on the detail area of the deposit as well as the vendor name, which will increase the A/P balance.

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firechaserAuthor
November 3, 2022

Hey champ, thanks for the help. I think I've done all that but still no luck.

Here is a snip from my AP report. The "Name" is the same in both cases. How do I record the deposit against the check? When done, both lines should disappear from the AP report.

BigRedConsulting
BigRedConsulting
November 3, 2022

Is that a QuickBooks Desktop report? If so, it's a little confusing to see a "Check" on it, given your question is about A/P, since A/P Bills are usually paid by "Bill Payment - Chk" checks, not a standard checks.

 

RE: I think I've done all that but still no luck.

 

Can you explain what you've done in more detail.  For example, how much is the bill for? The Payment on the bill? What type of transaction have you recorded for the employee reimbursement?  If you can describe the case in more detail with specific numbers, that'll probably help.

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firechaserAuthor
November 3, 2022

We do a lot of shipping in our business. Once a week we get an invoice from UPS with each shipment itemized on it. We assign each charge to a customer so we can bill the customer.

 

In this case I assigned the employee's personal charge to the employee, which created a negative AP. The screenshot above is just the standard AP Aging Detail report, with no modifications, except that I cropped out everything but the two relevant lines.

 

Today I put the cash in the bank, and I want to wipe out the negative AP.

BigRedConsulting
BigRedConsulting
November 3, 2022

RE: In this case I assigned the employee's personal charge to the employee, which created a negative AP. 

 

I don't understand how that could happen. You can't use employees for AP transactions (vendors are required) and you can't use AP accounts on AP bill details.  How do you record the UPS bill in QuickBooks? What type of transaction do you use?

 

RE: Today I put the cash in the bank, and I want to wipe out the negative AP.

 

That's what using the AP account on a deposit does: It increases the AP account balance and also the balance  for the vendor name used on the deposit.

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firechaserAuthor
November 3, 2022

Maybe I could re-phrase the original question.

 

An employee used our shipping account for a personal shipment, then paid us the cash. How do I record both transactions in quickbooks?

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firechaserAuthor
November 3, 2022

I figured it out.

 

The original expense and the deposit from the employee were recorded correctly. The next step was to pay the bill to the employee, and use the negative AP as a credit.

 

Now it's all cleaned up.

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