How to create an employee expense attached to a job?

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Posted on by Kelly Top

We are using NAV 2017 and we're wondering how to create an employee (i.e. Resource) expense and attach the expenses to a Job.

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mmv 11,471 on at

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Hi,

Have you checked the Resource allocation to jobs?

https://msdn.microsoft.com/en-us/library/hh175145(v=nav.90).aspx

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Kelly Top 2 on at

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Thank you Mahesh for the response

I looked into the link you've provided but I'm looking for a more specific way to enter employee expenses, allocate those expenses to the Job, and then reimburse the employees for their expenses via a cheque. Is this possible in NAV 2017? Thanks again

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keoma 32,729 on at

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i suggest to post the employee expenses to a special G/L account in the job journal.

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Ola Darwish 915 on at

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Hi

is it still no way to enter employee expenses and link them to a Job and Task ?

Thanks

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keoma 32,729 on at

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start with

docs.microsoft.com/.../finance-how-record-reimburse-employee-expenses

docs.microsoft.com/.../ui-work-general-journals

show fields job no, job task no in journal lines.

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Ola Darwish 915 on at

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Hi Archer,

Thanks for the response. I tried to add the Job no and task no to general Journal under Business Central and its not in the available fields to add,

I m not sure if its different in business Central than NAV 2017

I think I posted my question under wrong category. it should be business Central not NAV

Thanks

Ola

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TobyT 132 on at

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Please answer the question, I have to say I am tired of people not answering the question and not putting the problem MS to fix

this is how it needs to work, and MS needs to fix it ! Don't create vendors, or bank accounts. Use the Employee object and employee posting group. I have described how it needs to work. Maybe someone at MS can to work on it as we paid for a product that should work. We should not have to come up with work arounds

. Employee buys a train ticket for travel so they will go into a journal an enter the gl expense account, and then the Job information, with the Employee posting group which is set to another GL account for "Employee Expenses", and the balancing account needs to be the employee, not a "bank". This way when you "Pay Employee" you would see their expenses against a project that they should be reimbursed. Give the employee the same status as a bank, credits and debits, and it is a liability as well. Not a vendor, then every employee needs to be a vendor, how stupid can you get! The design logic is flawed. I wish someone from MS would get this solved. MS should be ashamed and should provide a refund because this is a basic function.

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Vanessa Garcia on at

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Hello Kat,

I would recommend you to create this as an Idea:

Ideas (dynamics.com)

This will create an internal ticket with the Microsoft Product Group and they can evaluate if this functionality could be implemented in the future.

Thanks,

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Community Member on at

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Kat,

Hello. Adding to everyone's reply on your question... The way I have trained my customers to enter Employee Expenses depended on the volume of Expense Reports. If average, I showed the AP person how to enter a Purchase Invoice, payable to the Employee (Vendor), and on the Purchase Line they would have a Type = G/L Account, No. - Related to Expense Description, Description - Updated Description of Expense charge, Job No., Task No., Job Unit Price (to charge Job/Customer for). Note that these Expenses would have been either Budgeted or Budget and Billable for the Job before entry. I posted the Expense Report and can pay the employee on the Payment Journal. The Job was updated with the expense and I can invoice the job during Job Invoicing.

Now when I have more complex or a lot of Expense Rep[ort processing, I turn to an Expense Reporting APP and have the Job fields available for Expense Report entry on the screen or phone device. I have used Continia Expense Reporting before.

Hope this adds some more information to this topic.

Thanks,

Steve

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TobyT 132 on at

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I have been looking for the same answer myself, and after some searching and reviewing some of the responses, I have some grave concerns.

Firstly, using the "Vendors" an assigning employees is absolutely wrong, and creates data integrity issues. This is not a solution. The issue is around the "Employee" object where it should have similar properties as a "Bank". If you enter a journal where you have a taxi receipt you would then use the GL Code for Taxi, and assign it to the Job, Task, Billable, Quantity, etc. followed by the right side with "Employee" . The problem is the journal entry does not allow the right side of the journal to be an "Employee". If you were able to do this you would also have a GL Code for Employee Expenses, where you can then Pay Employee based on "Employee Posting Group" that have been assigned to the Employee. This is basic and why it is not a included is beyond me as simpler accounting systems can do this. MS should at least make sure they have the functionality for less sophisticated accounting solutions covered, i.e. Xero.

I have 3 GL Codes and corresponding "Employee Posting Groups", where I can set the "Create Employee Payment" from.

Net Wages

Dividends

Expenses

The above data structure and workflow is simple and maintains data integrity. Work arounds will compromise data integrity and you can't rely on the data being reported on. It certainly raises questions with respect to accounting audits.

Why can't this be done?

Toby

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