Streamline Your Workflow with the Expense Receipt Template for Administration

Expense receipt template for Administration

hi this is Seth David from the world famous third and prizes Incorporated bringing to you a brief a brief screencast on how to use uh my Exel temp uh expense report template that's designed to work very specifically with QuickBook and what I mean by that is these fields here appear in the same order in which they have to be entered in QuickBooks so the first thing when you enter a billing QuickBooks is the paye line or the the you know who the bill is being made out to so to speak and so I've got that here first and then the next thing is the date and then the reference number would be the invoice number and QuickBooks now that's going to come up initially uh by default as a combination of employee and expense report date because normally there wouldn't be an invoice number that you would get from your employee uh this total is just to be consistent with QuickBooks but it's also calculated based on what's below and over here this uh is not necessarily on QuickBooks however I do recommend of course that you put in the period from and two and the way this is set up you can actually highlight this range once it's been entered and copy and paste it into QuickBooks moving right along you come down here you enter the expense date now the expense is going to come from one of the accounts and what I did was I mentioned uh where I've posted this that we're going to set this up to make the employee do most of the work for us this way I can just copy and paste into QuickBooks once it's been filled out so I've created a drop down here which is populated from a list of expense accounts and the way this works is I I took the chart of accounts from QuickBooks I exported it into Excel and then I I got rid of all the stuff that wouldn't apply like I would never want a bank account here or not very likely I'd want a fix the asset account at any time so I basically chiseled that list of account counts down to what would potentially appear on an expense report and populated that in and I'm going to show you uh where that is and how to change it in a second then of course we'd put in the amount a description and then over here this has nothing to do with QuickBooks but what I do is I like to have them submit their receipts so uh I have over here I asked them to indicate the file name of the PDF or could be a JPEG or whatever you prefer whatever you like U but the file name of the file that's associated with with that receipt so I it's very clear to me where to go to get it so that part doesn't get copied and pasted into QuickBooks and that's why it's all the way out here to the right pretty much the description is going to go into my memo so reviewing real quick uh what I would do is using the sample data is let's just pick somebody I've got Jenny Miller the expense report date would be today when she's filling it out and notice the reference number populates automatically the period would be let's just say from a week ago from 51 of 11 to 5711 let's just say and we'll pick an expense date this would be the date of the receipt you know the date when the expense was actually incurred so let's say this happened on 5'2 of 11 and now we have to choose the expense so again Jenny's going to have to choose it when she's filling this out so she has to figure out what makes sense so let's just say it's office supplies and the amount of the receipt of course let's say it's 3250 then she writes a description explaining it and she's attached the PDF of the receipt so she'll put the file name here no problem now why is this so easy to enter in QuickBooks well because now I can just copy and paste the information now of course it's important when we set these lists up that they're spelled and formatted exactly the same way as they are in QuickBooks now obviously this vendor is not going to be included in my sample QuickBooks file so we'll just add her in real quick and there's also the first time you copy going give me these extra spaces so let's add her in real quick quick add and now that she's in let's see if we've got an office supplies account of course we do so the rest should work pretty well let's do it so now I copy her come over to QuickBooks I use my ALT tab key combination contrl V to paste I hit tab it finds her the date I come right over here I tab over contrl V it's very easy now I come over here and grab the reference number contrl c contrl v the amount due going back to the Excel report is right here so I formatted it that way contrl V to paste it in and over here this is designed so you can copy it right to the memo line so you click and drag and highlight the from and the two dates then alt tab come right down here to the memo contrl V to paste and then we could take the office supplies account and once again contrl V to paste that finds it if you put a description in we put that in we copy and paste it and we're done save and new so that's the way this is designed to make it real easy now how does this work how do we get this to work the answer is very simple over here in this list tab at the very bottom you've got your two lists that you need to populate here one is your employee list and the other one is your account listing now remember these name have to be uh formatted and spelled exactly as they appear in QuickBooks so that's why I suggest that you take the chart of accounts in QuickBooks and take your your vendor and employee list in QuickBooks and Export them to excel then you know chisel them down to just what you need and and then populate these lists now if you need to you can add lines to this just highlight an entire row make sure you add just from from the bottom and up if if I add a line here it's not going to work if I add a line down here not going to work so what you'll want to do is from here or higher you can highlight the whole row and just come over here to you don't even need to go to the insert tab you've got it right here you just insert a row very easy and if you get some formatting because I had had something on the clip where it to be copied you may want to correct that but again highlighting the whole row we insert and boom and this will whatever you put in here will show up in that employee list drop down the spreadsheet is designed that way whatever you put here in the account listing same thing applies now note with sub accounts the way QuickBooks reads it it's got to have a colon in between the parent account and the sub account so make sure if you're doing this manually that you format it ingly otherwise the copy and paste won't work you'll get a prompt from QuickBooks to add a new account when you don't want to do that because the account's already there you wind up with two instances of the same account or the same name as the case might be uh with a slight variation in the spelling or maybe just a space or just a lack of a coin so just be careful careful when you're formatting it now if you want you can purchase the full length video that I have up in my knowledge Center here on how to actually create this spread sheet and of course that'll walk you through the whole process of exporting from QuickBooks and populating these lists and it walks you through how to design the whole report from a blank spreadsheet so even if you have the template it might be of interest to you just to learn a bunch of Excel and and even some QuickBook stuff so as always if you have any questions email me set the nerd enterprises.com I hope you're having an absolutely Fant fantastic day and I look forward to seeing you on the web