Vendor Records

[laanra]

When I am writing a check to reimburse someone for something they purchased how do I enter the invoice so that I can process the check. Can I enter a vendor record called Misc. and change the name each time? That's what I did when I was doing manual checks but I don't think I can do that when entering invoices. Thanks for help!

Lois

[HWessling]

I enter each person as a new vendor. I do have quite a few, but generally it is the same people being reimbursed.

[mccauleyjean]

Hi Lois: I am new to PCP but I have been adding each individual church member who submits a receipt for payment as a new “vendor.” This way you will have a record of how much was paid to each individual and for what expenses. I think using a “Misc” vendor name over and over again will make it difficult to track payments later.

However, when you add someone as a “Vendor” you must indicate which budget account their payment needs to be “subtracted” (debited) from. If you then need to reimburse this same person from a different budget account this could be a problem.

You can change the account the money is “subtracted” (debited) from on the Maintain Open Invoices Screen. Just be sure you check carefully to be sure which budget account you want the payment to be debited from. I made this mistake and had to go back and delete and redo some payments because they were to the same person, but from a different budgeted account.

We are a small church and many members wear many hats!

Jean

[tborgal]

I agree with the previous two respnses and we do the same thing. Each requester for reimbursement is added as a new vendor. However as far as the debit account is concerned, with the latest MR in version 9 I believe you can leave the debit account blank when adding a new vendor, therefore forceing you to enter the proper debit account when cutting a check. The checking account is automatically filled in but the debit account is optional.

[NeilZ]

Quick question, once you add them once, you are using that record the next time they submit a reimbursement, right ??

[tborgal]

Yes, I only enter each requester once as a vendor.

[mccauleyjean]

Thanks for this hint. I just "assumed" you needed to include the debit account when setting up the vendor. I will now leave it blank, which will "force" me to put in the correct debit account when paying the "vendor" later. Thanks!

I agree with the previous two respnses and we do the same thing. Each requester for reimbursement is added as a new vendor. However as far as the debit account is concerned, with the latest MR in version 9 I believe you can leave the debit account blank when adding a new vendor, therefore forceing you to enter the proper debit account when cutting a check. The checking account is automatically filled in but the debit account is optional.

[laanra]

Sorry I'm so late responding to all your advice, but thanks so much!
Lois