Loaded Topic: Payee, Supplier, Spending all balled up together

Can Supplier Names be merged into the auto-complete cache pop-up that appears in Expense Claims Payee field? Ad-hoc payee name entry is essential, obviously; however, as a data entry aid, having Suppliers Names would really help with consistent data entry.

Furthermore, if a relational link between the expense claim and the supplier were formed, that would be even awesomer.

Furthermoresome, if “Spend Money” included the option to use capital accounts as a source of the funds, I could use that route instead of expense claims. The data entry workload is the same either way, but AFAIK, expense claims are the only way to populate our partners’ growing stakes in the LLC (liability) and the specific expense accounts for items purchased for the business. This would be awesomer, too, bordering on awesomest.

Suppliers are actually subaccounts of the control account, Accounts payable. From an accounting perspective, they have nothing to do with expense claims, which record expenditures from someone’s personal funds on behalf of the company. So if you are the expense claim payerthe payee is your personal obligee, not a supplier of the business, even if the payee also happens to be a supplier of the company. Nevertheless, once you have entered a payee, the autocomplete feature will bring up previously entered names that match as you type.

That is impossible, because capital accounts don’t actually hold any funds, but record equity. Only cash accounts record actual money.

However, if you choose an expense claim payer from the Member group (capital account owners), the credit goes directly to that member’s capital account instead of appearing in the Expense claims liability account.[quote=“ipaqrat, post:1, topic:9105”]
expense claims are the only way to populate our partners’ growing stakes in the LLC

Not true. When funds are contributed using a Receive Money transaction, allocate to Capital accounts=>Member’s name=>Contributed funds.

You should thoroughly read the Guide: https://www.manager.io/guides/best-practices/expense-claims.

Hi Tut,

Thanks for the followup! Having read the Expense Claims Guide four years ago, it remains my SOP with Manager. Per that advice, I use Expense Claims to record ever-increasing equity stakes, while simultaneously populating appropriate expense sub accounts. And with the auto-complete cache pop-ups working once again in version 17.4.23. I can resume using manager as before. No further action is requested at this time, though, FWIW, I’ll expand on my trains of thought:

The dual nature of popular vendors as both “personal obligees” and “suppliers” seems like a good fit for a merged Expense Claim payee autocomplete pop-up – as a data entry aid, if nothing else. In every practical sense, payees in an expense claim are suppliers, and their store register-tape receipts are ad-hoc mini-invoices paid in full. This isn’t a big reach, considering that employees/partners are trusted agents with the correct, concrete expectation of either reimbursement or increase in equity stake.

So, if Expense Claims express legitimate business expenses as debt (partners’ equity), then logically, purchase invoices could be handled likewise. Specific payable invoices could be settled by increasing the payer(s)’ equity stakes instead of spending from a cash account. Credits and debits remain balanced. Transactions remains auditable. What’s not to like? Same could be accomplished with general ledger entries, but Manager takes care of that in so many other aspects, this is just another option for consideration.

That’s why we love ya.

That isn’t possible, as the Guide was only written in September 2016.

There is one critical difference: purchase invoices credit Accounts payable because they represent purchases made on credit. While the bottom-line financial result may be the same, this is an important accounting distinction.

They don’t. Equity is not debt, but rather the difference between assets and liabilities (debt).

This is exactly what already happens when an expense claim is recorded for a capital account owner.