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NNeese
Level 3

Employee (set up as Vendor) for Travel Per Diem Returns some Money

Most of our employees, we do not set them us as employees but instead as vendors as we do not pay them wages, someone else does (we are a unit under another agency). We do, however, provide travel and training expenses for the employees.

 

How do we easily set up receiving money back when there is an overage and the employee has to return funds or if a class is cancelled (even if not 100% to be returned)? Can attach to a customer (create the employee as a customer" but Do Not make it billable? Is there any other way? It appears we have to set up items for any receipting we record? 

 

 

 

Solved
Best answer November 16, 2020

Best Answers
JonpriL
Moderator

Employee (set up as Vendor) for Travel Per Diem Returns some Money

Hello @NNeese,

 

You do not need to create a new item, you can enter the returned money as a credit from your vendor. Let me show you how.

  1. Go to Banking.
  2. Select Make Deposits.
  3. Under Received From, select your vendor.
  4. Below the From Account column, select your accounts payable account.
  5. Enter the amount of the returned money. Can be the full or partial amount of funds.
  6. Click Save & Close.

Once done, proceed with Steps and for Scenario 3 outlined in this article: Record a vendor refund in QuickBooks Desktop.

 

Additionally, I've also included this helpful article for the steps in organizing your vendor transactions: Accounts Payable workflows in QuickBooks Desktop.

 

If there's anything else that I can help you with, please let me know in the comments below. Stay safe!

View solution in original post

3 Comments
JonpriL
Moderator

Employee (set up as Vendor) for Travel Per Diem Returns some Money

Hello @NNeese,

 

You do not need to create a new item, you can enter the returned money as a credit from your vendor. Let me show you how.

  1. Go to Banking.
  2. Select Make Deposits.
  3. Under Received From, select your vendor.
  4. Below the From Account column, select your accounts payable account.
  5. Enter the amount of the returned money. Can be the full or partial amount of funds.
  6. Click Save & Close.

Once done, proceed with Steps and for Scenario 3 outlined in this article: Record a vendor refund in QuickBooks Desktop.

 

Additionally, I've also included this helpful article for the steps in organizing your vendor transactions: Accounts Payable workflows in QuickBooks Desktop.

 

If there's anything else that I can help you with, please let me know in the comments below. Stay safe!

View solution in original post

NNeese
Level 3

Employee (set up as Vendor) for Travel Per Diem Returns some Money

The issue with recording as a deposit directly in the "Make Deposit" screen is that it does not give you an option to record against a class. We need that option as well when receiving returned unused funds or overages.

IamjuViel
QuickBooks Team

Employee (set up as Vendor) for Travel Per Diem Returns some Money

Hello there, @NNeese.

 

You'd want to make sure to set QuickBooks to assign a class to all of your transactions. I can guide you on how to do it.

  1. Go to the Edit menu.
  2. Choose Preferences.
  3. From the Accounting menu, go to the Company Preferences.
  4. In the Class section, mark the Use class tracking for transactions tick box.
  5. Check the Prompt to assign classes box.
  6. Click the Ok button. 

Now, you can make a deposit and assign a specific class to it. However, if you're referring to the workers' comp class, you'd just want to make sure to select the expense or liability account associated with it workers' comp class code.  

 

Lastly, I'd recommend consulting with an accountant so you'd be guided accurately in managing your vendor transactions.

 

Feel free to get back to us here if you have other questions about tracking your vendor refunds. I'm always here to help.

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