Billable Expenses menu

[Eu_Mesmo]

Hi!

Today i started Manager and found “1” in Billable Expenses, but there is nothing inside!
I’m really a newbie in manager, what can be this?

[Tut]

Do you mean you clicked on Billable Expenses in the left navigation pane and the result was Empty? As in:

(but with a 1 showing in the box), and

Or do you mean you clicked on the 1, but nothing happened? That 1 is not a clickable link.

[Eu_Mesmo]

@Tut

Do you mean you clicked on Billable Expenses in the left navigation pane and the result was Empty? As in:

(but with a 1 showing in the box), and

This one

[Tut]

This is very difficult to believe unless something else is going on. Can you post screen shots from your own installation of Manager showing the following, some of which are the same things I showed:

1. A screen shot of the part of the left navigation pane that shows the Billable Expenses tab with the number of transactions.

2. The Billable Expenses register you see after clicking on the tab. Be sure to include the heading and search box in your image.

3. The screen you see after clicking on the blue balance or dash for the Billable expenses asset account on the Summary page.

4. The Assets portion of your chart of accounts under Settings.

[Eu_Mesmo]

1 and 2

3 is the same as 2

4

[Tut]

That’s really strange. Since you apparently have no transactions posted to Billable expenses, go to Customize and try to disable the Billable Expenses module by unchecking the box and clicking Update. If the program let’s you do that, re-enable it and see what it shows.

If Manager won’t let you disable the module, let me know.

[Eu_Mesmo]

@Tut

Billable Expenses

can’t be unchecked

[Tut]

OK. You definitely have something wrong. We can proceed in a couple of directions.

First, based on the simplicity of your chart of accounts and your statement that you are new, I suspect you do not yet have many transactions. I suggest you add a new business. (You can have as many as you want.) Give it a name different from the old one, but recognizable as a recovery step.Enable the same modules, but don’t enter any transactions. All the transaction total blocks should read zero. If so, perhaps the easiest thing to do is enter your accounting data into the new business. If all looks good, remove the old business and rename the new business to the name you actually want to use.

Second, if you’ve actually got lots of data, I’ll invite the developer, @lubos, into this conversation. He may ask you to send him your accounting file or arrange a team viewer session to figure out what went wrong.

Let me know what you want to do.

[Eu_Mesmo]

After some delete/redo i found it:

purchase invoice, add a billable expense to x costumer, now in the same line add freight-in, now save.

you will have freight and expense in the same line, billable expense will not be visible but will remain in the database.

[Tut]

I do not understand your explanation at all.

(a) You cannot have a Customer on a purchase invoice. A Supplier is required.

(b) You cannot allocate a line item on any transaction, regardless of the type, to more than one account. If you select Billable expenses, you must designate a customer. You might describe the transaction as a billable expense, or call it freight-in, but that does not mean you are posting to two accounts.

(c) Freight-in is an expense. It might be added to the cost of an inventory item, or it can accounted for separately. But in neither case does that result in posting to two account.

Can you post a screen shot of a transaction with a line item as you describe? You can delete it later.

[Eu_Mesmo]

1:

2:

(after you click on the X in freight-in)3:

[Tut]

Well, you have done several interesting things:

• In step #1, you allocated a purchased line item to Billable expenses. The only reason you would do this is if you are purchasing something on behalf of a customer. You would then turn around and issue a sales invoice for that line item to the customer. But, so far, so good.

• In step #2, you replaced the previous line item with a Freight-in line. This does not modify whatever you previously had on that line, it replaces it. The Freight-in function automatically distributes the freight-in cost proportionally across all inventory items on a purchase invoice. But your example does not include purchase of any inventory line items. So you should not have used the function at all.See this Guide:

Allocating freight-in to the cost of inventory items when purchasing

When purchasing inventory items, freight-in represents the transportation cost associated with the delivery of goods from a supplier. For accounting purposes, the recipient adds this cost to the cost of the goods received. Let’s say you purchase an inventory item which has a $20 delivery fee. Rather than posting the $20 delivery fee to an expense account, you can add this cost to the cost of the inventory item. [image] By not entering anything into the Qty field of the second line item, the …

• When you clicked the X next to Freight-in, the line reverted to the previously entered Billable expenses account. You effectively removed any trace of your mistaken use of Freight-in. The transaction shows up as shown below in the Billable Expenses register. (Ignore the different customer and supplier names. I otherwise followed your example exactly.)

The Billable Expenses register is specifically not empty. So the example you gave does not produce the situation you described. And if your problem was resolved, it was not in the way you think. In particular, your statement that “you will have freight and expense in the same line, billable expense will not be visible but will remain in the database” is not correct. Somewhere, you have neglected to mention something else, either in describing the original problem or in describing how you think it was fixed.

But if your problem has disappeared, I guess that is a good thing.