So I accidentally bought my kids $10 in ice cream and mistakenly used my company credit card. Can we add an expense type called "Personal Expense" and have that $10 credit card reconcile be coded as a negative amount to my Vendor Number? The system needs a way for employees to reimburse the company for personal use of their company credit cards.
Jason Warmby
| Company | Hathaway Dinwiddie Constructon |
| Job Title / Role | Director of IT |
| I need it... | 3 months |
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We end up having to reimburse employees through AP anyway because a lot of reimbursement payroll entries won't hit job cost; so, these entries could be used to offset a negative AP amount for accidental personal charges on a company credit card. For us it's not a biggie, although it happens a dozen or so times a year. We use a general ledger account for employee advances as a pass-through.
Not often, but what is the alternative? If a company credit card gets used incorrectly, for in this case, kids ice cream, or say gas station while on vacation, or simply too many bar tabs on a business trip. How does the company reject the employees desire to get the company to pay for it, reconcile the credit charge, and get the employee to pay it back?
A negative charge to a vendor is better than creating a bogus job# with a Phase code per employee that will offset WIP, or a specific GL account per employee that will explode the chart of accounts, The inter workings of an associated petty cash Vendor# per employee is already tied to the employee in the expense setup.. Having a new Expense Type (expense, mileage, entertainment, and now Personal Rimbursement) seems easiest to introduce. If introduced as an option to enable in the expense types portal setup, companies can choose to use or not use it.
Without this option, when these situation arise, we'll have to charge it to a bogus GL account just to get it through the expense platform then the Expense Posters will need to manually edit the batch in Vista to correct it.
How often does an event like this happen? A negative amount seems odd because AP can't send a negative check. This module isn't designed to accrue negative amounts for vendors either.
Let us know what you are thinking the workflow is.