No need to be confused, you got it right at once: The employee IS invoicing you! He wants money, doesn't he? The fact that for some reason this is called expense report or expense claim and not invoice does not change the actual situation. Anyone delivering goods or services to the company is DE FACTO a supplier. This can also be the director or an employee: delivered anything and wants money? Supplier!
Neither should the normal safeguards for invoices (checking, signatures for approval, overpricing, budget overspending) be skipped, so it's best to leave it in the capable hands of the Accounts Payable Department ;-) -----Original Message----- From: [EMAIL PROTECTED] [mailto:sql-ledger-users-bounce@;freelists.org] On Behalf Of Rob Walker Sent: Monday, October 21, 2002 7:31 PM To: [EMAIL PROTECTED] Subject: [SL] clearing out dataset and accounting confusion I have two questions. 1. How do you clear out all transactions in a dataset? We have randomly clicked around in our SL install so much that we are up over 1100 in both vendor invoices and AP stuffs. But we have only really one vendor invoice input! We would like to clear out all invoices, orders, POs, and start over at 1000. 2. How do you perform a transaction? (Such a small question, such a large confusion!) Here is what we have been doing, I need to know if it is the correct thing to do. Two purchasing scenarios. The first, the company buys something from someone. The second, the employee buys something from someone, and expenses it. Under the first purchasing scenario, we do the following steps: 1. Order Entry, Add Purchase Order. This ensures that we have a vendor set up for who we are purchasing from, and that we have part numbers for each of the parts we are purchasing. 2. Inventory, Merchandise Received. We then fill out the "Add Vendor Invoice" form, showing that we received parts which were on the earlier PO. (We are confused that we cannot simply fill in the "Order Number" field, hit "Update Form", and have it come up with our previous PO.) We say what has come in on the invoice, which is basically dropping hard drives off that we bought at Hardly Normals. What Invoice Number should we use here? There isn't really an invoice from any vendor, since we just bought the stuff. The other scenario is a little more complicated, at least it is confusing to us. We don't always have our company check book with us, nor do we have our corporate credit cards, or whatever. So we buy something with our own credit cards or our own cash. Then we fill out an expense report, and get reimbursed from the company. We kind of have an idea of what needs to happen, but aren't quite sure. Do we do the same thing as what is done in the previous situation, but then try to pay a different vendor, the employee? Do we have the employee "invoice" us? We are basically confused as all get out on this matter, and would appreciate any pointers. rob
