@lubos
Hey 
I have a request to make an update that I think will be effective and a good addition to Manager.
The required update: There is an account in the settings called Expenese claim payers, in which the names of the people to whom the cash amounts are paid are placed.
However, when the amounts are settled in the Expenese claims account, their names appear with the names of the company’s employees added to them. The names of the employees must not be shown.
This is because if I want to settle an amount for an employee who purchased something for the company, I will prepare his name in the aforementioned list and then complete the settlement procedures even if it was an accidental incident in order not to affect the employees’ settlement accounts.
See guides at https://www.manager.io/guides/expense-claims You may have put the name of an Employee in the Expense claim payers in settings whilst these already exist as Expense claim payers, i.e.:
Paid By
- Description: The name of the Employee, Capital Account, or Expense Claims Payer who incurred the expense on behalf of the company.
So in your case you may have selected as should be the employee that issued the expense claim as he/she bought something on behalf of the company and should be reimbursed for their personal expense made.
That is not true for two reasons. First, categories of expense claims payers are not accounts. Expense claims payers are elements of one of three types of lists. Second, expense claims payers are not entities to whom amounts are paid. They are entities who make payments on behalf of the business. Reimbursement of expense claims is a separate action.
A complete definition was included in the original Guides:
Expense Claim Payers…are persons who expend personal funds on behalf of the company, including directors, proprietors not using capital accounts, and all other persons. They are one of three types of Payers for whom expense claims can be entered. The others are Members created in the Capital Accounts tab and Employees.
Capital account members and employees are included among potential payers automatically. You cannot change that. Expense Claims Payers should only be defined for other entities, not duplicate automatic lists. For example, perhaps a sole proprietor does not use a capital account, but instead relies on the Retained earnings account (possibly renamed) to record equity. His name would not appear as a payer unless entered into that list, so he should be made an expense claim payer. Or perhaps the owner’s spouse purchases supplies for the coffee break room while shopping for personal groceries and needs to be reimbursed.
It is not normal practice to create payers who are already included in another category. Settlement of expense claims by capital account members are handled (if necessary) through their capital accounts. Settlement of claims by employees are handled through the Employee clearing account.
Ok, but in this case only the amounts are settled for the people who pay on behalf of the company only. This is what is required and this is what you clarify by registering the names of these people and then settling the payments.
As for the manager program, when the person making the payment on behalf of the company is also an employee, the name appears twice, once based on his registration in the Expense Claim Payers, and the other time based on his being an employee. In case of an error in selecting the correct account, there will be an adjustment to the transaction or a correction to the entry when it is discovered.
Both @Tut and I explained that Employees can always be selected in expense claims. You only add people that are nor an employee nor a capital account holder in the Expense claim payers list in settings.
In most companies, the employee is the Expense Claim Payer, and when reviewing the employee’s account, there will be more than one event, including the employee’s advance and salary, and there will also be details of the Expense Claims. Most companies want to separate the Expense Claims from the salary in order to follow them, so it is better to separate the accounts of the Expense Claims from the employees.
Correct and often in smaller businesses it includes the Capital Account holders as well. This is what Manager does too. It’s intentional that adding additional Expense Payers is located in the Settings rather than in a typical tab because, as @Tut mentioned, it’s rare for others to make expenses on your behalf.
In your case, you should not need to set up a separate Expense Payer in Settings if you have already set up your employees under the Employees tab.
Therefore, I still don’t understand what additional feature you want from Manager that it doesn’t already provide. Expense claims should not be part of Payroll; they need to be settled separately, just like all other claims.
While not recommended, you can already do that. As @eko already wrote, what do you want that Manager won’t do?
The suggestion is that when settling the Expense Claim and choosing the Expense Claim Payers, the choice should be made only from the names of our cExpense Claim Payers and not the Expense Claim Payers with the company’s employees.
As you have been told, you can already do that. In fact, you already are, but are complaining about it. But understand, the automatic inclusion of employees is not going to be removed. That feature was added at the insistence of many, many users.
It is possible to switch to allow the user to choose to add employee names to the list.
No, sorry. I will now close this topic as the discussion is repetitive and the explanations how it works given.