If you want to record reimbursements for the expenses paid by your employees, you can easily do that on Refrens.
Recording a reimbursement is a two-step process:
Step 1: Record the expenses incurred
Step 2: Record the employee reimbursement
For example, Let’s say your employee Ronak went on a business trip and paid the airfare of ₹10,000.
Let’s see how you can record this reimbursement for the same.
Step 1: Recording the expenses incurred
Go to Accounting > Purchases & Expenses and click on ‘New Expenditure’
A pop-up form to record expenditure details will open up:
Just enter all the details, like vendor/petty expense, invoice number, amount spent, expense ledger, and notes & attachments, (if any), as I have done for Ronak above.
(To know more about how to record expenses in refrens, check out Purchases & Expenses: How to record, track, and manage? )
Once done, click on ‘Save & Mark Payment’ to record the payment incurred for this expense.
Now, a pop-up form will appear to capture the payment details, as shown below:
Just fill in the necessary details, such as the amount paid, payment date, and payment method.
While recording the payment, in the Payment Account, select the Employee account of the employee who made the payment.
In this case, I’ve selected my employee Ronak’s account.
Then just click on ‘Save’.
That’s it! Your expense has been recorded in Refrens.
Now, let’s move on to recording the reimbursement.
Step 2: Recording the employee reimbursement
Go to Banking & Payments from the sidebar and select the employee account that has to be reimbursed.
In my case, I am selecting my employee Ronak’s account.
Now go to “More” > click “Record Reimbursement”
You will see the following form open up:
Just add the Payment Date, Method, Payment Account, Amount, and additional notes if any.
Click “Submit” and your reimbursement details will be recorded.
That’s it! Recording reimbursement on Refrens is that easy.
Viewing Reimbursement Voucher Entries
If you wish to view the reimbursement voucher entries, you can do that as well.
Just click on ‘View Voucher Entries’ as highlighted below:
If you wish to see all the reimbursements made, you can do that from Advanced Accounting > Voucher Books > Reimbursement
In case you want to see the reimbursement details of a particular employee, just select that employee account from Banking & Payments from the sidebar > go to “more” > click “view ledger statement.”
You will see all the voucher entries created for that particular employee account as shown below:
If you still have any questions, feel free to drop an email at care@refrens.com or reach out to us on chat support for quicker assistance.
Additional Resources
Payment Accounts on Refrens: Everything You Need to Know
How to create salary accounts & record employee salaries?