A staff member lets call them J Bloggs paid for a personal train ticket costing £7.4 with the company card by accident.
To process the payment, I tagged the £7.4 card payment as payment to a supplier- Darren.
J Bloggs refunded the money but overpaid by 10p i.e. £7.50
I can create a credit note against the card payment in Darren’s expense account. This only allows a max of £7.40 as that is the original purchase price.
I just want the 10p to appear in J Bloggs expense account as credit. That way it will be paid on his next expense run. But nothing I do makes it go there.
Company Energy Source Account: 6131405563
Hi @Gavin_Smith
Although it wouldn’t be linked directly to the original purchase, you can create an ad-hoc credit note by entering a negative value when creating a purchase invoice.
However, in the case of a personal expense, I would avoid tagging it to a supplier as there’s a chance it could be picked up on reports (e.g. if you’re on cash accounting for VAT) which wouldn’t be correct. If it was a business expense, then this is perfectly fine, but nothing personal should be included.
You could, perhaps have a virtual bank account. Assuming they’re just a staff member and not a director, I’d call it something like “Staff Personal Expenses”. The maybe out on the card would just be tagged as a transfer to the expenses account, and then when they pay the company back, the money is just a transfer. This will show that the company then owes the staff member £0.10, but this would be accurate.
For example, the card transaction -
And then the expense account shows the payment, and also the transfer from above -
Leaving a balance of £0.10, as in. J Bloggs owes the company £0.10. You could write this off (I would seek advice on this to ensure it’s done correctly, albeit it’s only £0.10), or leave it there and deduct it from future payments to this person.
Thanks for your reply,
I created a purchase invoice for -10p in Mr Bloggs supplier account. That created the credit in his account, thank you.
What do I do with the co-op bank feed? The bank showed the £7.50 payment. I created a payment for £7.4 to refund the train ticket and deleted the £7.50. However, as Mr Bloggs paid £7.50 and I have only allocated £7.4 there is 10p missing here.
I can add a transaction line for 10p. But what do I tag that to?
I don’t want to create a whole new QF bank account to deal with 10p
Kind regards,
Gavin
