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Best answer March 28, 2024
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Hi there, mlee_jmm. Ensuring your employees' reimbursements are correctly accounted for is necessary to keep your payroll data accurate. I'll lay down the steps for the two scenarios you've shared.
For the first scenario, we can edit the check you created for the reimbursement and associate each of the expense line items to the appropriate categories. I'll gladly show you how.
First, let's create accounts for the different receipts. You can check out this article for the detailed steps: Add an account to your chart of accounts in QuickBooks Online.
After that, re-open the check. Under Category, select the accounts you've added. For visual reference, I've added a screenshot below.
For more details about paying your employees for the personal funds they used for business expenses, I suggest browsing this resource: Reimburse an employee in QuickBooks Online.
In handling the second scenario, we can change the account mapping of your reimbursements. Here's how:
- Go to the Gear icon, then Payroll settings.
- Scroll down and click the pencil icon beside Accounting.
- Choose Edit ✎ in the Wage expenses section.
- In the Where do you track employee wages in your QuickBooks chart of accounts? area, select Each employee's wages are posted to different types of accounts (ex: salary, contractor, and so on).
- Scroll down to Where do you track employee reimbursements in your QuickBooks chart of accounts?, then assign the correct accounts for items.
- Hit Save, then Done.
Once done, we can update your past transactions to ensure the changes take effect:
- Go to the Gear icon, then Payroll settings.
- Scroll down and click the pencil icon beside Accounting.
- Browse to the bottom of the page, then choose Update transactions, click Edit ✎.
- Add a Start date and End date. We'll change all accounts except in the Bank Account section.
- Hit Save, then Done.
Meanwhile, we're unable to link a reimbursement to multiple expense accounts. Instead, I recommend creating one item per reimbursement. Then, perform the steps above to assign accounts.
I'd be glad to help you again if you need help with payroll. If you happen to come across any difficulties while paying employees, running reports, or managing other transactions, leave a reply below. My colleagues and I will reply as soon as possible.
Hi there, mlee_jmm. Ensuring your employees' reimbursements are correctly accounted for is necessary to keep your payroll data accurate. I'll lay down the steps for the two scenarios you've shared.
For the first scenario, we can edit the check you created for the reimbursement and associate each of the expense line items to the appropriate categories. I'll gladly show you how.
First, let's create accounts for the different receipts. You can check out this article for the detailed steps: Add an account to your chart of accounts in QuickBooks Online.
After that, re-open the check. Under Category, select the accounts you've added. For visual reference, I've added a screenshot below.
For more details about paying your employees for the personal funds they used for business expenses, I suggest browsing this resource: Reimburse an employee in QuickBooks Online.
In handling the second scenario, we can change the account mapping of your reimbursements. Here's how:
- Go to the Gear icon, then Payroll settings.
- Scroll down and click the pencil icon beside Accounting.
- Choose Edit ✎ in the Wage expenses section.
- In the Where do you track employee wages in your QuickBooks chart of accounts? area, select Each employee's wages are posted to different types of accounts (ex: salary, contractor, and so on).
- Scroll down to Where do you track employee reimbursements in your QuickBooks chart of accounts?, then assign the correct accounts for items.
- Hit Save, then Done.
Once done, we can update your past transactions to ensure the changes take effect:
- Go to the Gear icon, then Payroll settings.
- Scroll down and click the pencil icon beside Accounting.
- Browse to the bottom of the page, then choose Update transactions, click Edit ✎.
- Add a Start date and End date. We'll change all accounts except in the Bank Account section.
- Hit Save, then Done.
Meanwhile, we're unable to link a reimbursement to multiple expense accounts. Instead, I recommend creating one item per reimbursement. Then, perform the steps above to assign accounts.
I'd be glad to help you again if you need help with payroll. If you happen to come across any difficulties while paying employees, running reports, or managing other transactions, leave a reply below. My colleagues and I will reply as soon as possible.
