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Frequently Asked Questions > Check Cut and Cash out > How to reimburse expenses paid by a board member
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How to reimburse expenses paid by a board member
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Question : One of the Board members uses his own money or debit or credit card to pay expenses related to the Association. How can I reimburse him for these expenses and post them into the appropriate expense accounts ?
No matter if it is something paid cash or by debit or credit card, it is paid back using one of the two following methods.
1 - The simplest one (not the best however) is to cut a check to pay the amount due back and imputing directly the expenses involved. Using that method, there will be no detailed history of what is paid back (unless via the involved
expense account statements or on checks via the History > Checks).
Use the menu Transactions > Checks
| · | Type the beneficiary (or select it from the list if you already have a payabale account for this person) |
| o | Don’t click on the large button named ‘’Display only Suppliers with invoices not paid’’ |
| · | In the lower part of the screen, click in the first colum and select the first expense account involved |
| o | Type a description for that expense (its purpose and any useful details) |
| o | You can distribute the total to be paid into several expense accounts |
| o | If you have to, select one account per line and type a description for each on if it is not the same |
| · | When done, click on Process. |
| · | All expenses imputed will be summed and will generate the amount of the check automatically |
2 - The other method will need several transactions :
| • | Some for registering the invoices to be paid back later |
| • | And one for cutting the check paying them |
The benefit of this second method is that you can record invoices as soon as you received them. You will reimburse your Board member by cutting only one check paying all invoices already recorded.
| • | Use the menu Info > Payable and create an account named “Board Member …name” (if not already created) |
| · | For each invoice received, use the menu Transactions > Payable Invoice Registering |
| o | Record all needed information for each of the invoices and ‘’Process’’ every one separately |
| § | Don’t forget that you may distribute the expense into several expense accounts |
| o | Record all invoices received from the Board member till you decide to pay them back |
| § | It could take weeks before paying your Board member back |
| · | When it’s time to reimburse your Board member, use the menu Transactions > Checks |
| o | Verify the date and the check number if required |
| o | Click on the large button named ‘’Display only Suppliers with invoices not paid’’ |
| o | Click on the ‘’Binocular’’ icon (to the right of the beneficiary field) |
| o | Select the one ‘’Board Member …name’’ account |
| § | All accounts having invoices not paid yet will appear in the lower part of the screen |
| § | In the lower part of the screen, all invoices previously recorded will be displayed |
| o | If you want to pay them all, just click on the button named ‘’Pay All Invoices’’ |
| o | If you want to pay only some of them, type the amount you want to pay on the lines of your choice |
| § | The amount of the check will be automatically generated |
| · | When done, click on ‘’Process’’ |