I have read the guide ( https://forum.manager.io/t/expense-claims/6898 ) and followed it to a tee and I think the workflow is correct, but I’m just not seeing as easy a workflow as I would be expecting.
- the employee hands me the receipt
- I create an expense claim for the employee
- I can pay that by spending money from one of the cash accounts
What I’m expecting somewhere is to be able to pay an expense claim in much the same way as I pay an invoice and payslip. When spending/allocating the payment, the total field to be populated with the amount to be paid.
For example, if I check the employee clearing account, I can correctly see that I need to pay them their pay AND the amount of the unpaid expense:
Clicking on the outstanding $411 brings up a nice list of payments to be made including the actual pay and expenses, but no way to process them either together or separately:
From the expenses tab, the unpaid expense is at the top. The second one in this list is for the same employee but has been previously taken care of.
What I don’t see in the above though, is a way to quickly and easily determine which of those have and/or have not been paid.
Also, when I process their payslip, there appears to be nowhere to add their expenses and record it on there (maybe it’s not necessary, but a nice record of me paying them for that expense would be nice, if I could do it in the payslip, it would be nicer).
Opening any of the dropdowns doesn’t allow me to add unpaid expenses:
Back in the expense claim area there’s nowhere to create a spend money to pay it, something that auto-populates with the correct amount (or amounts if more than one) would again be nice. Much like when paying an invoice:
What I resorted to was in the processing of the payslip and just adding an extra line item, which is just another Employee Clearing Account item. However, it doesn’t appear as an expense to be paid, or payslip item.
What could possibly assist is a further classification after the employees name for each of the payment areas that may apply, such as unpaid expenses, unpaid payslips, and whatever else can be attributed to employees. Unlike an invoice, there’s no way to attach and pay a single expense item. This is from an invoice, but how I’d like to see the employee clearing side of things:
I’m pretty confident I’ve handled it all correctly, I’m just looking for a slightly easier way to manage it without the possibility to make a mistake when transferring an amount between screens.
As a final note to what has turned into a long post (very sorry about that), I don’t quite understand the difference in dealing with payslips and expenses when compared to invoices. Shouldn’t they really be much the same? When a pay slip is paid, it would be nice to have an indication on the payslip that this has been processed (like a purchase invoice has the new balance at the bottom and a sales invoice has a Paid in Full stamp). It’s easy enough to reverse, but I have processed the same persons pay twice before (luckily in the online banking it had come up with the same reference that I’d paid it the day before).
I’m open to any workflow suggestions.