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  5. Disbursements Types and Assigning GL codes to Disbursements
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  5. Disbursements Types and Assigning GL codes to Disbursements
  1. Home
  2. Knowledge Base
  3. Time & Cost
  4. Disbursements Types and Assigning GL codes to Disbursements

Disbursements Types and Assigning GL codes to Disbursements

Disbursements are categorised and reported on in Abtrac by disbursement type.

Disbursement Types

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.
CurrentIf the disbursement is current or not.
Default Unit ChargeThe default unit charge rate to the client.
Default Rate Includes TaxThis 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 CostThe default unit cost rate to your company.
Disbursement GroupThis is really just for internal use, only the Disbursement Types report from this screen includes Disbursement Groups.
Employee DisbursementThis determines whether this disbursement type is available in the Employee Disbursement entry screen.
Assign GL CodesThis 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 code from your accounting system for your disbursement types.
AdjustmentIn 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
Employee Reimbursement Rule*The options for reimbursement reports are: Cost, Charge, and the Amount as Entered.
Employee Reimbursement Add GSTThis ensures the employee is reimbursed the GST inclusive amount
Auto-AddThis 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.
Can Be ScheduledTick this box to enable you to schedule the disbursement in your work schedule. Also see article on Scheduling Disbursements and Equipment.

*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.

Assigning GL codes to disbursements

From Administration >> Maintenance >> Disbursement, you can click on the assign GL code button for each disbursement type.

This account code will then apply to invoice lines where the lines or the invoice is generated automatically, or when you assign costs with only one GL code to a line. 

When assigning account codes to invoices you should use an income code (not an expense). Some systems will not accept invoices synced from Abtrac where the invoice contains expense codes.

For example:

A bill from a subcontractor may be loaded in your accounts to expense code 401 (subcontractor costs), but the same disbursement in Abtrac will be coded to income code 201 (subcontractor costs recovered) and oncharged to the client.

Abtrac KB# 2027

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