Expense claims and Employee clearing account

I would like to know if there is a reason why there is a difference between an employee and an expense claim payer ?

For example, if I add 100$ expense claim for Mr. Raphaël Bickel, I will not see appear in the panel “Employee”. This would be really useful, as the panel employee display the amount due to the employee in its currency rate.

Is there any reason for that ? As workaround, I use journal entries and employee clearing account, however I am not sure it is really clean to do that, as it increase the number of journal entries.

Expense claims and employees are not yet integrated. We could integrate it so expense claims by employees would be posted to Employee clearing account. Is this what you are after?

It would be great, as the panel “Employees” shows directly the amount due to the employee in its currency. However, I am really new in accounting and I don’t know if it is the correct way to do it?

Any ETA for this?

It would be important to show “(Employee)” or “(Owner)” in the Payer selection dropdown list when not a custom payee. Even currently there is no way to differentiate between a custom Payee and a Owner.

Also on the Expense Claim form, if a Owner is selected, can you please add an option to specify it should be considered as a Liability towards the owner (= shareholder loan), or a capital injection?

I use expense claims to reimburse our clubs members for costs they incurr on behalf of the club, most are not employees. I use expenses to clearly differentiate from suppliers as we are not buying anything from the member just reimbursing them.

I fully understand the need to integrate employees and that in most organizations expense claims are employee expense claims but even once integrated please do keep the ability to add expense claim payers that are not employees.

Awesome product, thank you.

@mayerwin, the capability you seek may already be present. If your owners have capital accounts, they will automatically appear as expense claim payers without any action on your part. Differentiating between owners and other employees really doesn’t do anything for you when the claim is entered. The processing of claims upon entry is identical, no matter who is submitting the claim. Differences occur only in how claims are settled. So, since owners are already allowed payers, all you have to do is add any other employees authorized to spend their own money on the company’s behalf.

An expense claim by an owner represents an equivalent contribution of capital. From an accounting perspective, there is no difference between a shareholder loan and a capital injection other than, perhaps, how soon you intend to pay it back. Either way, the owner/member/partner has a claim on assets of the company, regardless of whether the plan is to reimburse quickly or leave money invested in the company. The idea behind a capital account is that, if and when the affairs of the company are properly wound up, the investment will be paid back to the owner/shareholder. Meanwhile, the assets are used to generate profits (hopefully).

So, whether submitted by an employee or an owner, an expense claim represents a temporary liability of the company. If the expense is paid by an employee, it will normally be reimbursed, crediting a cash or bank account and debiting the Expense claims (liability) account. If it was paid by an owner, it might be reimbursed exactly like any other employee. Or, it might be cleared via journal entry to the owner’s capital account. In that case, Expense claims is still debited, but the offsetting credit goes to the capital account (an asset).

In the latest version (15.0.41), payers are now grouped by type (members, employees, expense claims payers) in drop-down when you go to edit or record new expense claim.

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In the latest version (15.0.41), it is now possible to select an employee as expense claims payer which will credit Employee clearing account.