Mileage - Bill to Client and/or Reimburse Employee

  • 1
  • Idea
  • Updated 4 years ago
  • Not Planned
When I enter mileage into expenses, I have the option to check two boxes, one to "Bill Client" and the other to "Reimburse Employee".   The problem, is when you click both boxes on the same line, it adds both costs into the project (the amount to Bill Client and then also the amount to Reimburse Employee).  Is there a setting that can prevent this?   I want to keep it simple for employees so that do not have to enter two separate lines.  The other part of this, is the amounts for each are different per kilometer.  
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Dean

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Posted 4 years ago

  • 1
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Lingaraj Dharwad, Product Champion

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Hi Dean,

Thank you for using Replicon community,

For now we do not have a way to separate these. I have marked this as an idea and are reviewing the same.

Thanks,
Lingaraj
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Charlene Eriksen, Product Manager

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Hi Dean,

Can you please explain a bit more about how both costs are added to the project? I would expect the incurred amount shows as a reimbursable amount and a billable amount, but the total expense amounts for the project would include the incurred amount once, not twice.

Thanks,
Charlene
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Dean

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Clarification, we could not click both boxes at once because there are two different rates to bill project and to reimburse employee.  We added another line to reimburse employee, but originally entered that in the project, but did not click "bill client".  However, this employee reimbursement, even thought just had "Reimburse" clicked, it added this amount to the project.   Our quick fix was to have the employee enter the "reimbursement" in another project with "NO" client or project code assigned to it.     I would like to see a one process step or at least not have to double check on Expense Sheets, project billed km against employee reimbursements.  

Hope that clarifies,

Thanks,
Dean  
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Charlene Eriksen, Product Manager

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I understand now. It's not something in our current plans, but we'll leave this open to see if other customers have similar requests.

I'm not sure if this would be helpful, but if you are using reports to generate either your billing data or your reimbursement data, you could set up a custom column that calculates one of the values based on the qty entered in the expense sheet. 

Thanks,
Charlene
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James

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We have the same issue, particularly with mileage. We reimburse employees one rate and charge clients a different rate. This is standard in most industries, so if both Bill Client and Reimburse boxes are checked, there should be 2 different amounts calculated. 
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Dean

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Hi James,  if on one line you check both boxes off, which amount do you insert?   I want the amount we are billing client to show up as an expense to the project.   But the amount to reimburse employee would be wrong.   I do not do billing through Replicon, so the billable amount need to show on the project (not the employee reimburse amount).   So if an employee enters two lines in the project, one line/rate to bill project, second line to reimburse employee rate.   Each line only has one box checked off.   However, both amounts are now calculated in the project expense and I only want the bill client amount.    SO, my question is what setting can I change so the "Reimburse" employee do not show as an actual expense?   

Our band-aid fix is to enter "bill client" into a project at bill rate.  Then click "Add Project" and do not select a company  or project.  Employee use this for reimbursement.  So there are two entries, I was looking for a setting to  allow both entries into project but only the bill client is added to the project cost.  

Hope that clarifies.
Thanks
Dean