Hi There,
We have some serious problem, as we are trying to submit first time some expenses claim by employee, and after approve and submit, we can see the amount is updated to the creditor( employee ) in account payable , but after that when we do a bank entry ( where as the mode of payment is Cash ), amount is deducted from cash and no entries appears under chart of account ( different expenses account. however when we click the show ledger option we can see the entries are listed. Also there is no Journal entries.
We are using V 9.2.0-0 ,and we are new to it.
what could be the right steps or process to do the proper claim submit as well as bank entry that it reflect in expenses in chart of account.
is it automatic ( after bank entry or we need to manually update the journal entry ?
if yes how to , coz cash already deducted.
we are selecting mode is cash ( any issue ? )
in the expense claim form the is paid option is unchecked. is the the issue?
if we check the is paid option the transaction is not yet appearing on expense ledger.
Hi Umair,
Thanks for your reply, we have checked the all expenses entry, it does not appear in the chart of account…when we check in general ledger, it debited in the expenses account but no credit entry.
and also no update in chart of account.
the same things also happens for income account.
Hi Wale,
This is a production systems there any way to share the details not publicly, i mean one to one.
We have two companies one is Singapore which has chart of account of SG, another is Philippine has standard chart of account,
INCOME:
in SG company , when we do a sales invoice for Income A/C, it reflect automatically in chart of account, ( which is live FY-2018 Live )
in PH company , when we do a sales invoice for Income A/C, it do not reflect in chart of account, ( which is on FY-2015 ), as we are doing back date entry.
in EXPENSES CLAIM:
in SG company , When we submit expense claim, it is not reflect in Chart of Account. But it listed in account Ledger.
in PH company , When we submit expense claim, it is not reflect in Chart of Account. But it listed in account Ledger.
In PURCHASE INVOICE:
in SG company , When we submit purchase invoice and payment entry, it is reflect in Chart of Account. when we change the invoice option expense head : cost of good sold —> respective Fixed asset a/c.
in PH company , When we submit purchase invoice and payment entry, it is reflect in Chart of Account. when we change the invoice option expense head : cost of good sold —> respective Fixed asset a/c.
Here is the key points to note:
SG : 2018 Live
PH: FY2015 ( back date entry ) → we are changing the system date when submit
ERPnext version is : 9-2
current FY set is 2015, default company is PH, and FY16,17,18 also added in FY list.
I have manually created couple of child as group and account in Chart of account in PH company.
Question:
when we create group, do we need to also select account type ? I did select a/c type also in group.
You mentioned in your original post that you can see the amount is updated to the creditor( employee ) in account payable… that is the credit entry!
Here’s how it works simply:
Once you submit an expense claim, the expense account is debited and the creditors (employee) account is credited
When you make payment, the creditors (employee) account is debited and the bank/cash account is credited
When you click on the ‘View’ button on your Expense Claim, what are the options that appear there? Also, when you click on the option to View Accounting Ledger, what are the entries listed? You can take a screenshot and blurr out any sensitive information
all employee submitted claim pointing to their a/c payable account in chart of account. ( because i don’t under stand where is the expense account to pay, in my version there is no setup for expense account in Employee details page. ) so we in expense claim selected payable account to a creditor account that we created in chart of account under account payable.
example in chart of account under account payable we make a group called Creditor-EMPLOYEE and under that we created creditor-emp1 , emp2 etc, and when we select in expense claim we select Payable account to creditor- emp1
( question is there any special expense account need to create ?? )
and when we submit and approve claim , the money is there under account payable emp1.
and also listing in account ledger.
Now when we click bank entry it just popup a common Journal entry window and nothing is liked.
so i this we leave it there and do a manual journal entry to settle this.
and we did not punch anything on JR entry, shall I need to manually punch all this to JR ?
Ideally, you do not need to create a seperate account head for each employee. Once you have set the default payable account in the Comapany master, the Expense Claim uses that account but keeps a record of entries from each party (employee). This way, you’re able to view transactions employee-wise in your General Ledger
As I explained in our private thread, the payment for the expense claim was done via Payment Entry… this explains why there is no record in the Journal Entry list. There’s no need to create any manual Journal Entries
Do you want me to set a default account payable account in Company details, and when ever we do it just select that? IF yes and it simplify and solve other issue then i will do , Your suggestion please.
Now the 2nd question How about the chart of account why all the expense is not fetched there inside the expense account in COA?
is it because the expense will only show in P&L ? or some other reason, i am worried if i have done some mistake.
Have you seen any chart of account 9.02 where expense account in COA is updated or Blank?
The choice is actually up to you and your accounting team. Both methods are okay but creating seperate payable accounts for each employee is somewhat redundant and unnecessary since you can still track all transactions with a single account. It’s similar to your Creditors account for Suppliers
If you have Reloaded the screen and cleared your browser cache and the issue still persists, it could be a bug which has been fixed in the current version. If that is the case, you may need to update your instance
