Hey friends,
In our business we use the Project module for large-scale projects that require significant planning, revenue recognition, milestone billing, etc. However, we also have a lot of jobs for small orders that are not part of a project. Make the part(s), ship and invoice.
We use Expense Entry for adding employee expenses to project phase jobs, and that works great, but we also have employee expenses for these non-project jobs. Expense Entry doesn’t work for these, and I don’t know of an equivalent tool.
The solution I have suggested for now is:
- Use AP Invoice Entry to create invoices to a dummy ‘Employee Expense’ supplier.
- Add Job Miscellaneous Lines/Charges for the ‘Expenses’.
- Clear the invoices with an AP adjustment. (They don’t need to be paid directly, our expenses are handled by SAP Concur)
Is this the best option, short of a custom solution? I’ve always disliked the AP Job Misc Charge process, it is pretty clunky. Hasn’t really improved in Kinetic.
Does anyone else deal with this, and how do you do it?
Yeah, the Concur makes this complicated. We were in the same situation. (Although, I don’t recall not being able to record expenses for non-project items.) The trouble is not double-expensing in the G/L. We set up a Concur Bank. We would enter AP Invoices payable through the Concur bank. We would do a bank transfer from our commercial account to the Concur bank. Concur captured both employee paid expenses and company paid expenses. Since Concur already paid the employees, the expenses were not set as Reimbursable. The tricky part was loading that information back into Kinetic. I got side-tracked on a revenue recognition projects (as the rules were changing then), so we never finished thinking it through.
You can report indirect expenses we use these and they work fine. You can setup Misc Charge codes and tie them to Specific GL Control codes we use these extensively.
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Thanks. We do use expense entry for indirect expenses also. The problem is with entering expenses on non-project manufacturing jobs. There is no tool to do it.
I was hoping someone might have a slick workaround.
If not, we’ll continue to use AP invoice job misc charges.
Most of these charges are on jobs that are actually service trips, not true manufacturing jobs. We need to figure out how to properly use service calls and jobs, that may help solve this issue.
I would recommend setting up a material on the job for each expense type, setting up misc charges with GL controls assigned to take the cost to the specific GL account. Associate those misc charges to the material you added to the job. Use time and expense entry and map the concur expenses to the specific job and related material. That will allow everything to flow through the time and expense module just like your project expenses.
Happy to help you get this configured. We have a great rest API integration tool we developed that works really well with concur.
Thanks - Andy Ludwig