When you post the gas bill, click on the "billable" check box and enter the customer:job ID in the appropriate box. This will pass the amount of the bill onto the customer without using the income account. If they only pay a portion of the bill put the remainder on a second line in the invoice.
When you create the invoice for the customer you will be prompted to enter time & costs into the invoice.
When the customer pays via direct deposit, use the Receive payments screen to apply the payment received to their invoice.
Call it my own pet peeve, but you would be better off using the QB tasks instead of journal entries when dealing with customers and vendors. Its too easy to forget to enter the customer or vendor on the JE. Next thing you know, your A/P or A/R balances don't tie to the detailed ledgers.
- Receive gas bill and pay total amount for two commercial properties in QuickBooks.
- Send Customer (Commercial Business in same building) a copy of the original utility invoice with total amount due based on a fixed percentage (MS Word Invoice template not Quickbooks invoice).
- Customer (Bank) deposits invoice amount automatically to landlord's Operating Checking Account which appears on the following months bank statement.
- From the bank statement the Deposit processing procedure is used from QuickBooks:
Dr: 1120.1 Landlords Operating Checking Account Cr: 5990.1 Other Revenue-Gas Reimbursements
This is fine until I found there were no adjustments to offset the revenue. Thus far I have made General Journal entries through QuickBooks to accomplish the correct distribution.
Dr. 5990.1 Other Revenue-Gas Reimbursement Cr. 6452 Gas Expense
Is there any other efficient way to process this type of transaction in QuickBooks? I want to create an invoice for the commercial tenant (create an A/R) but still would have problems with the expense account and Other Income Account. My research thus far appears that I have to have the Other Income Account for reimbursements. There has to be a procedure not to have to make a journal entry to "wash out" the "Other Income Account-Gas Reimbursement" and adjust the true expense cost tp 6452 Gas Expense.
Would appreciate any comment.