Expense report: how to close accountable funds
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An expense report in Bimp is a document with which an accountable person confirms spending of the funds issued to them. It reduces the employee's debt, and if expenses exceed the amount issued, it creates a debt of the company to the employee. By turning on the "Add to cost price" switch, you can charge the expenses to a customer order.
Why you need an expense report
An expense report closes accountable funds: an employee who received money as accountable funds confirms what they spent it on. This is the second half of the process after the issue of accountable funds. Without an expense report, the employee’s debt to the company stays in the accountable persons report.
How to create an expense report
You create an expense report in Finance → Settlements with accountable persons, where you also create the issue of accountable funds.
- Open Finance → Settlements with accountable persons and click Create.
- Select Expense report.
- In the “Main” section, select the accountable person and the base document (the issue the employee is reporting on).
- Add expenses: for each one, specify the expense item and the amount. For an expense related to a specific order, specify the customer order.
- Save and post the document.
What happens after posting
A posted expense report appears in the Settlements with accountable persons report in the “Reported” column. The expenses go into the Expenses report as period expenses.
Closing balance calculation: “Opening balance” + “Issued” - “Returned” - “Reported”. A positive balance means the employee owes the company; a negative one means the company owes the employee.
Example 1. Issue without a report. An office manager received 500 UAH as accountable funds for stationery. While there is no expense report, the closing balance for them is 500 UAH: a signal to remind them about receipts.
Example 2. Overspending without an advance. An employee spent 100 USD of their own money on a taxi and a hotel and provided documents. The accountant posts an expense report for 100 USD, and the closing balance becomes -100 USD: the company owes the employee 100 USD.
How to charge expenses to an order’s cost price
For expenses from an expense report to go into an order’s cost price, turn on the Add to cost price switch in the “Main” section, select the accountable person and the base document, and specify an expense item from the “Cost price” group, the amount and the customer order (or work order). After saving, the amount and a link to the document appear in the “Accumulated cost price” report. For details, see Cost accumulation.
How to return the unspent balance
If the employee spent less than they received, the balance is returned with the “Return of accountable funds” document: see Accountable funds. Reimbursing an overspend to the employee requires a separate payment.
FAQ
What is an expense report in Bimp?
A document with which an accountable person reports on spending of the funds received. A posted report increases the amount in the "Reported" column of the "Settlements with accountable persons" report.
What does a negative closing balance in the accountable persons report mean?
The company owes the employee: they spent their own money, and the overspent amount must be reimbursed to them.
How do I charge expenses from an expense report to an order's cost price?
Turn on the "Add to cost price" switch in the "Main" section, select an item from the "Cost price" group and a customer order. The expense appears in the "Accumulated cost price" report.
Do expense reports appear in the "Expenses" report?
Yes, the "Expense report" document is included in the "Expenses" report together with payroll accrual, goods and services receipts and other expenses.
More about this in Bimp: Finance in Bimp