Employee Reimbursement form: options and information

Use the Employee Reimbursement form to reimburse an employee for expenses or to give an employee an advance.

Open the form

  • On the Employees menu, click Reimburse Employee.

Note   You can print checks without closing the Employee Reimbursement form or record credit card and cash payments directly from the form by clicking Issue Payment on the toolbar. You can choose to issue payments later in the Select Payments to Issue dialog box.

Form options

Form options and descriptions

Option

Description

Top section of form

Date

Displays the current date. To enter another date, click the arrow next to Date to open the calendar.

No.

Displays a unique identifier for the document. It is based on incremental sequencing from the previous form of the same type. You can enter a different employee reimbursement number.

Pay to

(Required.) Click the arrow next to Pay to to select an employee, or select Add a new Employee.

Address

If you entered address information when you created an employee, the home address appears in the Address field. Click the arrow next to Address to select another address,

Pay from

(Required.) Click the arrow next to Pay from to select the account from which you are making the payment.

Amount

Type the amount of the payment in dollars and cents, for example $101.56. You can type whole dollar amounts by typing the numbers and Microsoft Office Accounting 2008 adds the zeros.

Payment method

(Required.) Displays the type of payment that you are making. Click the arrow next to Payment method, and select Cash, Check, or Credit Card.

Option

Description

Cash

Payment is recorded when you save the form.

Check

Print Checks dialog box opens when you save the form and click Issue Payment on the toolbar.

Credit Card

Payment is recorded when you save the form. If you have signed up for credit card processing, the Microsoft Windows Live ID sign in box opens.

To be printed

If you select checks as the payment method, the To be printed check box is automatically selected. This allows you to save a payment form to print later and causes the Check no. field to be unavailable. If you are recording a handwritten check, clear the To be printed check box, and then type the check number in the Check no. field. If you select Cash or Credit Card, the field is unavailable.

Check no.

If you are recording a handwritten check, type the check number. The field is unavailable unless you selected check as the payment method and cleared the To be printed check box.

Ending balance

(Read-only.) Displays the current book balance of the selected bank account. Office Accounting 2008 updates the balance when you enter an amount in the Amount field.

Items and expenses table

Type

The information that you can enter on a line is determined by your selection in the Type column. For each line, click Type   button image, and then select the type of entry you want to add.

Add an expense

Expense accounts track financial transactions and can be used for operating expense purchases (for example, office supplies) or buying assets.

Option

Description

Name

Click the arrow to select an account, or select Add a new Financial Account. If you entered an account in the Expense account field on the Details tab of an Employee form, the account is automatically entered. You can change the account if you choose.

Description

Type a description for the selected account.

Qty.

If necessary, type the quantity purchased in units.

Unit Price

If necessary, type the price per unit.

Line Total

Displays the Qty. column multiplied by the Unit Price column. You can type the total in this column and not enter information in the Qty. or Unit Price columns.

Add an item

If you select Item, the following columns are activated.

Option

Description

Name

Click the arrow to select an item, or select Add a new Item.

Description

Displays the description entered on the item record. You can edit this column.

Qty.

You can type an integer or decimal quantity.

Note   If you enter a negative quantity for an inventory item, you restore the item to your inventory. If you enter a positive quantity, you sell that item to a customer and remove it from inventory.

Unit Price

Displays the cost per unit based on the cost records in Accounting 2008. You can edit this column.

Line Total

Displays the Qty. field multiplied by the Unit Price field. You can edit this column.

Add a comment

A Comment is an additional line of text that appears on the printed employee reimbursement. Only the Description, Job, and Class columns are activated.

Modify the table

You can make some changes directly in the Items and expenses table.

Option

Descr iption

Delete a line

Select a line, right-click, and then click Delete on the shortcut menu. You can only delete a line item if the employee reimbursement is not paid. To delete a line on a saved employee reimbursement, you must edit it.

Insert a line

Select a line, right-click, and then click Insert on the shortcut menu. A new line is inserted above the selected line. You can only insert a line item if the employee reimbursement is not paid. To insert a line on a saved employee reimbursement, you must edit it.

Move a column

Click the column heading and drag it to where you want it.

Bottom section of form

Memo

Type information or comments that you want to be printed on a check or recorded for the payment.

Reference

Type a reference number that relates to the payment.

Total

(Read-only.) Displays the sum of the table line items.

Additional actions

Actions menu commands

On the Actions menu, you can select the following commands.

Click

To

New Employee Reimbursement

Reimburse an employee for expenses.

Edit

Edit a saved employee reimbursement with a Not Issued status.

Note   A employee reimbursement that has been issued cannot be edited; it can only be voided.

Void

Void a saved employee reimbursement with an Issued or Not Issued status.

Issue Payment

Issue an employee reimbursement check.

Mark as Issued

Change the status of a saved employee reimbursement to Issued.

Transaction History

Open the Transaction History report for the open record.

Transaction Journal

Open the Transaction Journal report for the open record.

Related topics

Create an employee record

Find employee records in a list

Access employee services

Select payments to issue

Applies To:



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