This is by no means a great answer, but it is what I do. When our employees buy items through the company, a company invoice is made every time with the line item crediting the expense of the item they purchased, so it isn't actually a sale. The invoice is made for the purpose of tracking it better through payroll. As soon as I have an employee invoice in hand, I go to their payroll profile and immediately add an amount for my payroll item 'Employee Accts Receivable'. That way I know it won't be missed on the next payroll. I then write 'Pd by P/R Deduction' and the payroll date that the deduction will be made, and scan and save it. When the payroll is done, I attach that PDF to their paycheque in QB, and prior to emailing the paystubs, I attach the invoice to the email with the paystub so they can see what their deduction is for. The invoice has been filed in a "pre-payroll" file I keep handy. At the end of every month, I do a reconciliation of my 'Employee Accts Receivable' account in the G/L, and attach all the invoice copies to it.
I have created a custom report from the Employee details report and filtered it to only have the 'Adjust #/Amt/Limit' items displaying that contain the 'Employee Accts Receivable' payroll item. Once the current payroll has been done, I open this report, find all of the people who had an accts receivable, go into their profile and remove that item line so it is clean for the next payroll.
The invoices are entered along with all other accounts receivable invoices. When the payroll is complete, I go into 'Receive Payments' and use 'P/R Deduction' as the payment method and receive a payment against the A/R invoice that has been posted. Then I deposit those payments to the G/L Account, 'Employee Accts Receivable", which balances off the payroll deduction that was on their pay cheque.
Like I said, not very elegant but it works for me. I do not keep a separate spreadsheet for this, only the employee invoice copies as my record of what has happened. If you want pictoral images for this process, I could probably do that for you if I'm not too busy.
Good luck!
