Billable Time showing twice on Income

[HMDieselRepairs]

Hi all,

I’ve searched the forum a bit, but can’t exactly find anything on this. I’m new to Manager and bookeeping in general.

I am a mobile mechanical service, so I mainly sell my Labour. I have been trying to set this up as a Billable Time thing. So I enter my Labour charge under Billable Time and then tick the boxes to make a new Sales Invoice. It copies over all the goodies and everything’s fine.

Once I’ve gone back to Summary, I have received payment and hit the “receive money”, entered my incoming payment and that’s fine. When I check my “Income” box, there’s two entries - Billable Time - Invoiced and Sales. As I’ve entered a few other charges on the Sales (from the final invoice sent to the customer) they don’t match.

Am I using Billable Time correctly? Should I be using Sales or Accounts Receivable for incoming paid invoices.

Second Question:
I’ve had to use my personal card while I was waiting for my business card to arrive. I collected the receipts and entered them into the Journal to try and record them as business expenses. They’ve gone to the correct accounts (i.e., my custom Tools and Equipment Expenses account) and show up there, but the Journal entry for all those things shows in my Suspense. This may be a nuance of double entry accounting. Where can I balance out these expenses, or am I incorrectly using the Journal?

Thanks anyone for your repsonse!

Cheers,

Dan

[Brucanna]

Does your Journal show Balanced in the right hand column when clicking the Journal Tab, if not then the Journal is unbalanced - perhaps you haven’t allocated a balancing Credit which could be your Equity account. Othewise could you post a screenshot of the journal in edit mode.

Normally you would use Expense Claims tab to take up such expenses but if this is going to be a once off situation then the use of the Journal is fine.

Others with Billable Time experiance can answer the first part

[HMDieselRepairs]

Cheers Brucanna, I’ll put a credit to my equity account then, that sounds like it’ll fix it.

Yes, the Journal was unbalanced, which is why it was in Suspense I assume.

Thanks very much for your help, that clears the first thing up.

[HMDieselRepairs]

Just a thought, do I need to delete my Billable Time (Billable Time -> Edit -> Delete) once I’ve invoiced it? It seems like it should disappear when it;s “used” on an invoice.

[Tut]

I can answer all your questions about Billable Time, @HMDieselRepairs. But I dont’ want to bore you with stuff you’ve already seen. Have you read this Guide?

Record billable time

Billable Time records work for a customer who will be invoiced on an hourly basis at a defined rate. It is suitable for a wide range of business applications, such as: Consultants who bill by the hour rather than the project Lawyers who charge different rates for research than for courtroom time Repair technicians billing for time and materials Billable Time is not a time clock. It does not record start or stop times of tasks. It cannot be used to monitor employee attendance or directly suppo…

But to answer your most obvious question:

Should I be using Sales or Accounts Receivable for incoming paid invoices.

Yes, absolutely, for anything that went out on a sales invoice. Otherwise, that sales invoice will never be paid. And any time that was temporarily being recognized under Billable time - invoiced will remain there forever.

@Brucanna is right about using Expense Claims when you buy things for the company with your personal funds. Make sure you’ve read:

Use expense claims

Expense claims record expenses incurred by people on behalf of the business. These can be of two types: Actual expenses paid with personal funds that, in other circumstances, could have been paid directly with company funds and posted to appropriate accounts. Examples include: travel expenses for company business charged to an individual’s credit card, cash purchases of office supplies, or materials bought locally out of pocket on an emergency basis to finish work at a customer’s site. All…

[HMDieselRepairs]

Awesome, thanks Tut. The search bar up the top doesn’t search into the guides. I only just realised it was returning only the forum responses.

Thanks for that, this is a great program, but it’s the community support that has really clinched it for me. I’ve got 3 other friends onto the program now.

Cheers!

Dan

[Tut]

You actually can search the Guides topics:

First way is to select the Guides category:

Once there, the search window has below it a checkbox for searching the #guides category

Second way is to select the Guides topic pinned at the top of the forum listing:

You can then check the box below the search window:

Don’t ask me why all the variety. I don’t know. It’s the Discourse software platform used for the forum, and it has many eccentricities as well as many cool features, a lot of which are hidden from regular users and only visible to administrators or moderators. I’m not sure anyone fully understands it.