Steven, based on what you have written, it does not seem to me that you have a problem with Manager. That is, it sounds like the program is working correctly. But you must decide how you will use it.
Expense Claims can be used in two situations, both involving payment of company expenses by personal funds, in other words, from a source that is not a company account:
An employee pays for something, perhaps a travel expense, and is later reimbursed by the company. The
Expense Claims account must have designated expense claim payers so you can sort out who paid what when it is time for reimbursements. Each individual payer is a sub account.
An owner or member pays for something from non-company funds. In this situation, you have more choices. To account for these payments through
Expense Claims you must also set owners/members up as payers. If you like, you can reimburse them just as you do other employees. Or, you can consider the expense payment as a contribution of capital and never reimburse it directly. The
Expense Claims account for that payer would then be cleared by journal entry to owner’s equity, a drawing account (which is a temporary account), or straight to the appropriate capital account. Which approach you use depends on your type of organization and preferences of you, any other owners/members, and your accountant.
As you have seen, however, Manager allows all capital account owners to file expense claims, too. That is why you see two versions of your name after setting yourself up as an expense claim payer. Your experiment with renaming shows you which is the expense claim payer and which the capital account owner.
The difference between using one or the other is that if you select the capital account owner, Manager treats that expense as a direct contribution to the capital account. It does not disappear, but no longer is included as a liability in
Expense Claims. Instead, you now have a larger investment in the company.
Personally, I believe which approach is easiest depends on your form of organization. If the company is a corporation, limited liability company, partnership, or anything else that necessitates having capital accounts, use the capital account owners’ sub accounts directly. Don’t bother to set the owners/members up as expense claim payers, because you are just creating more steps. Unless you feel compelled to reimburse owners/members via the same process as other employees, the expense is going to end up in capital regardless. It will ultimately be repaid via some type of draw, dividend, or eventual dissolution of the company.
If you are a sole proprietor, I believe the expense claims payer is easiest. You still don’t need to reimburse yourself, but can clear expense claims to owner’s equity by journal entry. This need not happen after every claim, perhaps monthly or annually. That allows you to avoid having capital accounts at all. Again, personal and accountant’s preferences will dictate what you do.