Helly everyone,
I would like to know how best to handle Imprests in Adempiere.
Imprests allow someone to account for funds given after spending. As an example.
An employee who is travelling out of town requests and is approved to be given $1,000 as imprest. He signs for it. At that moment he owes the organization $1,000.
When he reports back later, he accounts for the $1,000 with receipts of the costs that he has incurred. He refunds any remaining funds thereafter and signs for it.
How best would you handle this?
Regards
Ngigi
If you would like to refer to this comment somewhere else in this project, copy and paste the following link:
Hi Ngigi, as we have managed this is opening a Cash Book, and a Cash Journal for the traveler. When he returns it's needed to record all the invoices and pay them via another Cash Journal, including any reimbursement.
Regards,
Carlos Ruiz
If you would like to refer to this comment somewhere else in this project, copy and paste the following link:
In the Partner Relations->Service menu are windows related to entering Employee Expense reports.
Here your employees may specify expenses incurred and you can choose to, in turn, flag these as expense that should be invoiced to the customer.
Running the "AP Expense process" in this menu will generate AP Invoices in your Employees name which you can then pay as with any other vendor. And as with any other vendor you can choose to create a payment without specfiying the invoice but then later allocate the payment to the invoice in question.
So you could create a Payment to your employee to provide the initial monies... then later when they enter their expense & process these reports allocate the this pre-Payment to the AP Invoice generated.
The problems might be; at the moment the Payment can't handle Cash but there is some discussion ongoing about to address this. What to do with any balance? I guess if you create a AR Receipt type Payment for any balance being returned by eth employee, then use the "Payment Allocation" form in the "Open Items" menu and with the Employee as the BP, allocate the initial AP Payment, the Expense generated AP Invoice & the AR Receipt Payment all one one go and the balance should then be Zero. Should work but you'd need to test to be sure!
And of course it all depends on the Payments being enhanced to handle cash... but it looks like we will be taking that route.
Colin
If you would like to refer to this comment somewhere else in this project, copy and paste the following link:
Thanks a lot, I will definately try this one out, but for the interest of simplicity, I would think that a Window dedicated to Imprest should be the way to since this happens to be quite key in most implementations.
The reason is, at any one time you need to know how much money has not been accounted for and by Whom.
As a Suggestion
(i)New Imprest Window:
-Specify Business Partner
-Dates
-Amount (Could be in different currencies. e.g If I am travelling I could get some money in $ others in KES)
-Description
-Max Date by When to Account the funds
-Choose Imprest A/C from the various Cashbooks or the various A/Cs
-Process (Workflow -> Approvals etc)
(ii)Business Partner
-Max Imprest
-Overdue Imprest
-Default Imprest A/C to use
(iii)Imprest Report
-All outstanding Imprest and transactions
-Individual BP Imprest Total and transactions
(iv)New Imprest Accounting Window
-Previous Imprest DropDown
-Dates
-Amount to account for (Attach invoices, receipts etc)
-Description
-Process (Workflow ->Approvals)
This would be Imprest Nirvana.
Wondering what guys have been using to *attack* the problem above
If anyone knows how Adempiere handles accounting, I could actually do this, but I need a mentor :-)
Regards
Ngigi
If you would like to refer to this comment somewhere else in this project, copy and paste the following link:
Helly everyone,
I would like to know how best to handle Imprests in Adempiere.
Imprests allow someone to account for funds given after spending. As an example.
An employee who is travelling out of town requests and is approved to be given $1,000 as imprest. He signs for it. At that moment he owes the organization $1,000.
When he reports back later, he accounts for the $1,000 with receipts of the costs that he has incurred. He refunds any remaining funds thereafter and signs for it.
How best would you handle this?
Regards
Ngigi
Hi Ngigi, as we have managed this is opening a Cash Book, and a Cash Journal for the traveler. When he returns it's needed to record all the invoices and pay them via another Cash Journal, including any reimbursement.
Regards,
Carlos Ruiz
Carlos,
Thanks I will go through the entire process and then let you know whether it will suffice.
Regards
Ngigi
In the Partner Relations->Service menu are windows related to entering Employee Expense reports.
Here your employees may specify expenses incurred and you can choose to, in turn, flag these as expense that should be invoiced to the customer.
Running the "AP Expense process" in this menu will generate AP Invoices in your Employees name which you can then pay as with any other vendor. And as with any other vendor you can choose to create a payment without specfiying the invoice but then later allocate the payment to the invoice in question.
So you could create a Payment to your employee to provide the initial monies... then later when they enter their expense & process these reports allocate the this pre-Payment to the AP Invoice generated.
The problems might be; at the moment the Payment can't handle Cash but there is some discussion ongoing about to address this. What to do with any balance? I guess if you create a AR Receipt type Payment for any balance being returned by eth employee, then use the "Payment Allocation" form in the "Open Items" menu and with the Employee as the BP, allocate the initial AP Payment, the Expense generated AP Invoice & the AR Receipt Payment all one one go and the balance should then be Zero. Should work but you'd need to test to be sure!
And of course it all depends on the Payments being enhanced to handle cash... but it looks like we will be taking that route.
Colin
Thanks a lot, I will definately try this one out, but for the interest of simplicity, I would think that a Window dedicated to Imprest should be the way to since this happens to be quite key in most implementations.
The reason is, at any one time you need to know how much money has not been accounted for and by Whom.
As a Suggestion
(i)New Imprest Window:
-Specify Business Partner
-Dates
-Amount (Could be in different currencies. e.g If I am travelling I could get some money in $ others in KES)
-Description
-Max Date by When to Account the funds
-Choose Imprest A/C from the various Cashbooks or the various A/Cs
-Process (Workflow -> Approvals etc)
(ii)Business Partner
-Max Imprest
-Overdue Imprest
-Default Imprest A/C to use
(iii)Imprest Report
-All outstanding Imprest and transactions
-Individual BP Imprest Total and transactions
(iv)New Imprest Accounting Window
-Previous Imprest DropDown
-Dates
-Amount to account for (Attach invoices, receipts etc)
-Description
-Process (Workflow ->Approvals)
This would be Imprest Nirvana.
Wondering what guys have been using to *attack* the problem above
If anyone knows how Adempiere handles accounting, I could actually do this, but I need a mentor :-)
Regards
Ngigi