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Posted by Joanne on August 30, 2007, 12:38 pm
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Time and Expense Invoice
Add Time/Costs
Tab 2 - Expenses
Can someone help me to figure out where the information comes from which
populates this list?
Currently, all expenses are entered in various ways (checks written, credit
card debits, vendor bills) depending upon how they are paid, and coded as
items to either "Materials" or "Contracted Services" and assigned to a job
as billable to the customer. These expenses show up on tabs 1, 3 and 5.
But nothing ever shows up on tab 2. I want to be able to use the % markup
feature.
Thanks for helping me with this. The documentation isn't enough for me to
understand this.
Sincerely,
Joanne
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Posted by L on August 30, 2007, 3:04 pm
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> Time and Expense Invoice
> Add Time/Costs
> Tab 2 - Expenses
>
>
> Can someone help me to figure out where the information comes from which
> populates this list?
>
> Currently, all expenses are entered in various ways (checks written,
> credit card debits, vendor bills) depending upon how they are paid, and
> coded as items
There ya go... you entered the billable expenses as ITEMS - tab #1
> to either "Materials" or "Contracted Services" and assigned to a job as
> billable to the customer. These expenses show up on tabs 1, 3 and 5. But
> nothing ever shows up on tab 2. I want to be able to use the % markup
> feature.
>
If you want to mark up EXPENSES, then when you enter the billable expenses
"in various ways (checks written, credit card debits, vendor bills)" - then
enter them using the expense tab, not the item tab.
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Posted by Joanne on August 30, 2007, 4:20 pm
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>> Time and Expense Invoice
>> Add Time/Costs
>> Tab 2 - Expenses
>>
>>
>> Can someone help me to figure out where the information comes from which
>> populates this list?
>>
>> Currently, all expenses are entered in various ways (checks written,
>> credit card debits, vendor bills) depending upon how they are paid, and
>> coded as items
>
> There ya go... you entered the billable expenses as ITEMS - tab #1
>
>> to either "Materials" or "Contracted Services" and assigned to a job as
>> billable to the customer. These expenses show up on tabs 1, 3 and 5. But
>> nothing ever shows up on tab 2. I want to be able to use the % markup
>> feature.
>>
>
> If you want to mark up EXPENSES, then when you enter the billable expenses
> "in various ways (checks written, credit card debits, vendor bills)" -
> then enter them using the expense tab, not the item tab.
Duh. Thank you, L. Now I will go splash cold water on my red face.
Sincerely,
Joanne
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Posted by Joanne on August 30, 2007, 4:37 pm
Please log in for more thread options
>> Time and Expense Invoice
>> Add Time/Costs
>> Tab 2 - Expenses
>>
>>
>> Can someone help me to figure out where the information comes from which
>> populates this list?
>>
>> Currently, all expenses are entered in various ways (checks written,
>> credit card debits, vendor bills) depending upon how they are paid, and
>> coded as items
>
> There ya go... you entered the billable expenses as ITEMS - tab #1
>
>> to either "Materials" or "Contracted Services" and assigned to a job as
>> billable to the customer. These expenses show up on tabs 1, 3 and 5. But
>> nothing ever shows up on tab 2. I want to be able to use the % markup
>> feature.
>>
>
> If you want to mark up EXPENSES, then when you enter the billable expenses
> "in various ways (checks written, credit card debits, vendor bills)" -
> then enter them using the expense tab, not the item tab.
Can you tell me why the "Billable" column on the check will not allow me to
check it? I see the black check icon but it will not check the column. I
looked through "Preferences" and don't see how to enable that column. The
expense does not flow through to the invoice Time/Cost Expense tab and I'm
sure it's because the column is unchecked.
Thanks again.
Sincerely,
Joanne
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Posted by L on August 30, 2007, 5:50 pm
Please log in for more thread options >
>>> Time and Expense Invoice
>>> Add Time/Costs
>>> Tab 2 - Expenses
>>>
>>>
>>> Can someone help me to figure out where the information comes from which
>>> populates this list?
>>>
>>> Currently, all expenses are entered in various ways (checks written,
>>> credit card debits, vendor bills) depending upon how they are paid, and
>>> coded as items
>>
>> There ya go... you entered the billable expenses as ITEMS - tab #1
>>
>>> to either "Materials" or "Contracted Services" and assigned to a job as
>>> billable to the customer. These expenses show up on tabs 1, 3 and 5.
>>> But nothing ever shows up on tab 2. I want to be able to use the %
>>> markup feature.
>>>
>>
>> If you want to mark up EXPENSES, then when you enter the billable
>> expenses "in various ways (checks written, credit card debits, vendor
>> bills)" - then enter them using the expense tab, not the item tab.
>
> Can you tell me why the "Billable" column on the check will not allow me
> to check it? I see the black check icon but it will not check the column.
> I looked through "Preferences" and don't see how to enable that column.
> The expense does not flow through to the invoice Time/Cost Expense tab and
> I'm sure it's because the column is unchecked.
>
Actually, it's the opposite. When you check the column, the expense is
marked as 'not billable'. From QB help "To indicate that this expense should
be passed along to the customer, leave the Billable column (the column
headed by the small invoice icon) blank (without an 'X' through it)."
There are only two reasons I can think of that would prevent the expense
from 'flowing through' to the invoice. One is that the account you are using
for the billable expenses has the wrong type.
From QB help
"If you want this amount to be billable to the job: Reassign it to an
expense account, other current asset account, or other expense account.
These are the only types of accounts for which you can transfer costs to an
invoice."
The other reason might be that you have already billed the expense. If so,
the billable icon will show as grey.
I am not sure how to correct this. The QB helpfile has a topic regarding
time that was billed, which states, in part, "When you record an invoice for
billable time, QuickBooks changes the billing status from not billed to
billed (the icon on the far right turns gray). The status doesn't change
back to not billed even if you edit or delete the invoice." I am not sure if
the same applies to billable expenses.
I find the way costs/time are charged to a job to be one of the more
problematic aspects of QuickBooks. Since a large percentage of the work our
company does are bid jobs, making the time/expense billable for ALL
timesheet entries is not appropriate, as the time spent on bid jobs then
shows up in the unbilled expenses reports. Yet the 'solution' of letting all
the time and costs flow through to the invoice, and then DELETING the
invoice (or at least the lines relating to time) seems to be the only way of
marking time/costs as 'billed'.
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