RogerMialkowski

Actually, I first create an invoice with Reimbursement for the category, qty 1, and describe what I purchased for the customer and enter -100.00 and record and apply payment as cash. Then I create the invoice the customer sees with the category Reimburse with a regular line item and then the next line item is my labor as a regular line item. There's probably a correct way to do this but I am not really an accountant so this has gotten me by several years now until the latest version of the software.

Hello Joe, Unfortunately I have not yet found a way so I had to revert to the version previous to 4.65. Are you in the same pickle as me? Thanks, Roger

Hello, thanks for responding. I am able to create an invoice with the negative (-) amount, but if I try to apply payment of the negative amount is where it complains that it cannot be a negative number. Let me try to explain better what I am doing. Customer says they need an external hard drive so I buy it for them upfront using my money. Invoice #1 Qty = 1, Item = Reimbursement, Description = USB External Hard Drive, Unit Price = -$50.00, Tax = None, Total = -$50.00 Subtotal = -$50.00 Total = -$50.00 Normally (with 4.62 and below) I would be able to apply payment of -$50.00 in EI to mark this invoice as paid and the customer sales report shows a negative balance of -$50.00. I deliver and set up the hard drive for them and give them an invoice which needs to include the cost of the parts + labor. Invoice #2 Qty = 1, Item = Reimbursement, Description = USB External Hard Drive, Unit Price = $50.00, Tax = None, Total = $50.00 Qty = 1, Item = Labor, Description = Setup USB External Hard Drive, Unit Price = $50.00, Tax = None, Total = $50.00 Subtotal = $100.00 Total = $100.00 They provide the $100.00 payment and I apply payment to the invoice for the $100.00 in EI. When I run a sales report, the total sales for the customer should and does come out to $50.00 since the previously paid invoice had a $50.00 negative balance. Since 4.65 doesn't allow for these negative figures, I am stuck on how I can charge my customer for reimbursables without them showing up on the sales report which is what my yearly income tax is charged against. I'm sure there's a simple and logical way of getting to where I need to be with 4.65, I just don't know of how to construct the invoices to reflect that. I hope this made a little more sense. Thanks! Roger

I noticed 4.65 said Beta in the upper right corner and when I clicked on it I was able to revert back to 4.62 so I'm back in action at the moment. Is there a proper way of invoicing customers for billable expenses without the billable expenses showing up on the sales reports? The way I'm doing it now is kind of a hack since I'm not an accountant but I would love to learn how to do it the right way. Thanks! Roger

Hello, I'm a paid user of Express Invoice and I am having a problem after upgrading from 4.62 to 4.65. I'm a small computer repair business where I have to purchase parts for my customers and then charge them for the part when I create the invoice. I can't just add another line item because it would increase the total invoice amount and it would show up on sales reports which I get taxed on. In the past (4.62 and earlier), I would get it to work by entering in the expense/reimbursement the day of the purchase with a negative amount as my screensnip shows and apply a cash payment for the same negative amount. Then, on the invoice the customer sees, I would enter a line item for parts (72.07) and then the labor amount which would bring me the grand total I was due. So when I printed the customer sales reports, the parts expenses would not be showing up which is good since I don't want to be taxed for it at the end of the year. But upon upgrading EI to 4.65, when I try to accept the negative payment, it says I must enter a positive number so I'm kind of stuck. Any advice? Thanks! Roger