Reimbursed expenses are expenses charged to the person who repays the reimbursed expense.
To Get Reimbursed Expenses To Work:
Drivers or Owner Operators -
Money spent by you that is later reimbursed by the company you drive for, or are leased to is known as a receivable. What this means is you have loaned this company money for a short time, and they have agreed to pay you back. For details on how to complete these entries on your next Settlement, see also Transaction Help and Reimbursed Expense Entry.
Note: The Settlements window displays any outstanding reimbursed expenses, provided you entered these expenses in Income & Expenses at the time they occurred.
Fleet Owners -
The Fleet Owner reimburses drivers for trip purchases. The purchase is recorded in Income & Expenses as a Driver Reimbursement Expense. For further details on how to complete this entry, see also Transaction Help.
Note: The Payroll window displays any outstanding reimbursed expenses due.
Common Mistakes in reimbursed expenses:
A common error for small fleets is trying to reconcile advances and reimbursements. An advance is payroll that you have paid to the driver. Whether he spends that money on trucking expenses, or send it home is of no concern to the fleet owner or The Truckers Helper. Once you have given him the advance you have paid him that money and that is how the program will treat the advance.
When the driver spends money on a reimbursable expense, whether it's from the advance or other money, the driver gives the small fleet owner a receipt. The owner enters the amount of the receipt in Truckers Helper as a reimbursed expense. The Truckers Helper program will then complete the reconciliation between advances and reimbursements when the Payroll is run, as long as the advances and reimbursements are entered correctly in Income & Expenses.