 |  |
Data Entry: Contractor Miscellaneous Expenses (Payables)
Select Data Entry | Expenses | Contractor Miscellaneous from the Main Menu. In the grid, enter your contractor miscellaneous expenses (payables).
The entries are:
- Date: The date used to match the expense item with the relevant pay period for the contractor.
- Vendor. Vendor (Contractor) to be paid.
- Equipment: Equipment against which the charge should be applied. This is especially useful for tracking operating costs for your equipment. (NONE is valid as well.)
- Truck: Truck against which the charge should be applied. This is especially useful for tracking operating costs for your trucks. (NONE is valid as well.)
- Revenue Contract: Revenue contract (revenue stream) against which the charge should be applied. (NONE is valid)
- Block: Block against which the charge should be applied. (NONE is valid)
- Expense Code: The Expense Account Code used to classify the expense. If the description field is blank, the description for the account code will auto-fill the description column for the expense. (See Setup Account Codes.)
- Description: Full description of the expense. This description will appear on the vendor's statement.
- Invoice? A checkbox to indicate if the contractor provided an invoice.
- Invoice #: Invoice number.
- Amount: Amount to be paid to the contractor. If the tax items are enabled, the tax on each item will be calculated based on the default tax rate settings. You can, however, always type over the tax amounts to change the auto-calculated amount.
- Activity: (in versions 4.3 or later): enter the pay activity associated with this entry (NONE is a valid option).
The expense entries will be appended to contractor statements when you save the miscellaneous item. (If you are using a version prior to version 4.4, you will need to run the contractor (vendor) pay calculator in order to append the miscellaneous items to the contractor settlement.) The expense will be assigned to the pay statement whose pay period encompasses the date on the miscellaneous entry. Thus, if you get a "late" expense receipt, you should enter the date as the date entered (so that it will fall in the current pay period), and not the date when the expense was incurred.
Special Note
If you charge an expense to an equipment or truck that is implicitly embedded in your standard cost for equipment or truck, then you should not charge the expense against an operating block or contract. The reason is that the standard cost is already being charged against operating blocks and contracts -- thus if you assigned the miscellaneous expense to the revenue contract or block you would be double-counting the expense. Instead, you should set up a special internal block and revenue contract that allows you to track the out-of-pocket expenses, but does not double-count them for purposes of your block or contract costing (or P&L) reports.
