Disbursements are categorised and reported on in Abtrac by disbursement type.
From Administration >> Maintenance >> Disbursement, you can maintain a list of disbursement types and groups, and define the system settings for tax, reporting and employee reimbursements.
In this disbursement maintenance screen, there are a number of settings to choose from, details on each of the options are described below:
|Name||The name of the disbursement.|
|Current||If the disbursement is current or not.|
|Default Unit Charge||The default unit charge rate to the client.|
|Default Rate Includes Tax||This determines the cost/charge rate extension. A disbursement can be entered as inclusive or exclusive of tax. Reports in Abtrac show all dollar values (time and cost) as amounts excluding sales tax. If ‘Includes GST’ has been ticked, the expense can be entered as it was incurred, which usually makes more sense for the person entering it. The value shown in reports will be based on the entered amount – less tax.|
|Default Unit Cost||The default unit cost rate to your company.|
|Disbursement Group||This is really just for internal use, only the Disbursement Types report from this screen includes Disbursement Groups.|
|Employee Disbursement||This determines whether this disbursement type is available in the Employee Disbursement entry screen.|
|Assign GL Codes||This is used with the Abtrac Debtor Upload – which links your invoices to your accounts package: MYOB, Xero, QuickBooks etc. If you have a multiple invoice line upload, and you generate invoices automatically then you might find it useful to include the expenses code from your accounting system for your disbursement types. This will then export any disbursement lines to an expense code, rather than the default revenue code.|
|Adjustment||In Abtrac, you can apply a margin to disbursements. The mark up percentage applied can be based on the disbursement type. More on this can be found in the article https://support.abtrac.com/2020/12/14/adding-a-percentage-margin-to-disbursements/|
|Employee Reimbursement Rule*||The options for reimbursement reports are: Cost, Charge, and the Amount as Entered.|
|Employee Reimbursement Add GST||This ensures the employee is reimbursed the GST inclusive amount|
|Auto-Add||This enables a pop-up to auto-add a disbursement when a new job is created. Ticking this box reminds you to add the expenses incurred when creating a new job.|
*For disbursement types where the rates are unknown
From Time & Disbursements >> Office Disbursements >> select a ‘Period Ending Date’ to go into the required disbursement entry screen.
Within the disbursement entry screens, you can adjust the default rate (‘Entered Amount’) which will also update the ‘Charge Rate’ and extension (‘Ext.’) . However the cost rate is fixed and not editable from this screen.
For disbursement types where the rates are unknown and can vary (such as flight travel) we recommend entering the ‘Default Unit Charge’ as 1.00, and setting the ‘Employee Reimbursement Rule’ as ‘Amount As Entered’. This will ensure your numbers in reports and reimbursement forms remain accurate.
Abtrac KB# 2027