Question

Depositing reimbursement into an expense account

Forum|Forum|3 years ago
March 7, 2023
3 replies
54 views

We don't use QB for payroll, we only record the amount paid out in an expense account called Salaries. We have a grant opportunity to be reimbursed for paying an intern from the local high school. How do I deposit this reimbursement income into an expense account?

QuickBooks Desktop

Nicole_N

QuickBooks Team

Hi there, shigby. Thanks for taking the time to explain your concern here.

You can create a bank deposit and select an expense account (Salaries) to offset or use a different category. Before that, I recommend reaching out to your accountant to ensure you have the correct accounting.

Refer to the screenshot below for visual reference:

To learn more about the process, see this article: Record and make bank deposits in QuickBooks Desktop.

I'm also adding this article to learn about reimbursements and how to pay your employee back for out-of-pocket expenses in QuickBooks Payroll: Reimburse your employee in QuickBooks Payroll.

If you need further assistance recording reimbursements in QuickBooks Desktop, leave a comment below. The Community is here to help. Take care.

S

shigbyAuthor

Thanks! I'm still not having success getting the amount into the expense account as a credit. It always shows as a debit. I've never been able to credit a refund or reimbursement back to an expense account, but I'm a QB novice.

S

SarahannC

Level 9

Thanks for returning to this thread, shigby. I understand and see how it can be challenging to record it as credit a refund or reimbursement back to an expense account, especially if you're new to QuickBooks.

Since it always shows as debit, I want to ask if the refund is associated with a credit card. If so, we can use a different method to properly handle the situation. Instead of making a deposit, you can enter credit card charges. Here's how you could do it.

From the Banking menu, select Enter Credit Card Charges.
Select the credit card account from the Credit Card ▼ dropdown.
Choose the Refund/Credit to record a credit or refund you received through the credit card.
Pick the vendor from the Purchased From ▼ dropdown.
Select the date and enter a memo explaining the charge or refund.
In the Expenses tab, enter the expense account.
Hit Save & close.

If you need more information and guidance on setting up, using, and paying credit card accounts, the article titled Set up, use and pay credit card accounts offer detailed insights and instructions.

Please keep me informed about the progress, and remember that I'm available to assist in recording transactions in QuickBooks. Take care and stay safe.

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