Hi Peter,
This is a nuanced scenario, and BC’s Jobs module can handle it with a bit of structured setup. Let’s break it down:
Question 1: Instructor Cost Recovery within Sponsored Projects
To record instructor-related expenses and recover them as receivables:
Step 1: Post Actual Expenses to G/L and Job
- Use a Purchase Invoice or G/L Journal to record instructor fees and logistics.
- Tag the line with the relevant Job No. and Job Task No. to ensure it hits the correct project ledger.
Step 2: Create Instructor Receivable
- Use a General Journal to post a manual receivable:
- Debit: Instructor’s customer/vendor account (or create a new one if needed)
- Credit: Same G/L account used for the expense (or a clearing account)
- Include Job No. and Job Task No. to tie it to the same project.
Step 3: Track Payment from Instructor
- When the instructor pays, apply the payment against the receivable via Cash Receipt Journal or Payment Journal.
Optional: You can also use Resources instead of G/L accounts if the instructor is modeled as a resource, but this depends on your setup.
Question 2: Creating Receivables Without Sales Orders or Invoices
Yes, you can create receivables without using Sales Orders or Invoices:
Option A: General Journal Entry
- Debit: Customer account
- Credit: Revenue or clearing account
- This creates a receivable entry in the customer ledger without generating an invoice.
Option B: Payment Journal with “Apply to” Logic
- Post a payment directly and apply it to an open entry or leave unapplied.
- If you want the balance to reflect but not show as due, consider using a prepayment or deposit account.
Important Notes:
- These entries will appear in the customer ledger and aging reports unless you use dimensions or custom fields to isolate them.
- If you want the balance to reflect without triggering collection or aging, use a G/L account instead of a customer ledger entry.
Helpful References:
Walkthrough – Managing Projects with Jobs
General Journals – Microsoft Learn
Customer Ledger Entries – Microsoft Learn
Cash Receipt Journal – Microsoft Learn
If you find this helpful, feel free to mark this as the suggested or verified answer.
Cheers
Jeffrey
