Home > Managing Employees > Using Expense Reports > Adding and Editing Expenses

Adding and Editing Expenses

You can use expense reports to keep track of employee expenses for payroll or for tracking contractor expenses.  You can invoice customers for certain types of expenses incurred.

Note: If you’re viewing a dialog box with the Employees list, Vendors list, or Contractors list (with advanced payroll), you can click a  name and choose Create expense entry to create an expense report.

To enter expense information:

1. Choose Payroll > Enter Employee Expenses.
   or
   Choose Payables > Enter Vendor Expenses.
2. In the Expense Tracking dialog box, if necessary, change the Expense For entry.
   Brass Jacks Bookkeeper selects Employee or Vendor automatically depending on how you opened the dialog box.
3. Select the employee's or vendor's name from the relevant list.
   You can click the link to add a new employee or vendor.
4. Specify the pay period in the For Period and To boxes.
5. If you wish, type a reason for the expense.
6. In the Expense Line Items area, fill in the existing line item as needed.
   Change today's date to the date that the expense was incurred. You must specify an Expense Type and an Amount. If the expense is related to a job, specify the Job.
7. To add additional expenses, click Add Line Item and fill in the necessary information.
8. To delete a line item, click the red X on the right after the line item's amount.
9. To save the expense report, click Save.
10. To issue a check for this expense, click Find, double-click the saved expense report and then click the Reimburse by Check link. (See Writing Payroll Checks or Writing Non-Payroll Checks.)
    To pay by cash, click the Reimburse by Cash link. (See Paying Bills by Cash.)

To invoice a customer for the expense, import this as a line item on a new invoice. (See Invoicing for Employee or Vendor Expenses.)

To edit a saved expense report:

1. Choose Payroll > Enter Employee Expenses.
   or
   Choose Payables > Enter Vendor Expenses.
2. In the Expense Tracking dialog box, click Find.
3. In the Search Criteria Selection for Expense Reports dialog box, search for the expense report. See Finding a Saved Expense Report.
4. Select the report and click Detail.
5. In the Expense Tracking dialog box, edit the information as needed.
6. Click Save.

To delete a saved expense report:

1. Choose Payroll > Enter Employee Expenses.
   or
   Choose Payables > Enter Vendor Expenses.
2. In the Expense Tracking dialog box, click Find.
3. In the Search Criteria Selection for Expense Reports dialog box, search for the expense report. See Finding a Saved Expense Report.
4. Select the report and click Detail.
5. In the Expense Tracking dialog box, click Delete.
6. In the confirmation message box, click Yes.