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In this lesson we're going to cover Reimbursable Expenses and we're going to invoice our customer for the job. In our example Job we're setting Tim Smith's Office up with some computers. Let's say that Tim wants a certain piece of software that we don't stock to be installed on one of the computers. We could go get a copy of the software, add it to our Inventory, and then sell it as an Item, but if we weren't using MYOB for Inventory or we weren't likely to ever sell this software again, we could just make it a Reimbursable Expense. To do that first we need a Job, which we do have already. Then we need to purchase the software, assign that purchase to the Job, and then build a Customer and add the Reimbursable Expense. To purchase the software we can use the Purchases or Spend Money windows. Keep in mind, though, that if we do use the Purchases Window we can't be reimbursed in this way for items that we sell from our Inventory. Those have to be sold in the usual way as Inventoried Items. So, we're going to use the Spend Money Window. Say we're buying the software from our normal supplier, so select them, and of course MYOB will remind us that we shouldn't use this window to pay a purchase that we've previously recorded. We haven't, so click through this and set up the rest of the Spend Money Window. We're paying 120 dollars for this software and I'll create a New Account to track the cost. It's an Expense Account, number 6-2000, and we'll call it Software. Select it here, make sure the amount is correct, and here is where we assign the Purchase to the Job. Open the Jobs List here and our Install Computers Job is in the List here. Notice that we don't see the Header Job here. This is because we can only assign transactions to Detail Jobs, not Header Jobs. The Header Job simply tallies up everything that we've recorded in the Detail Jobs below it. So assign that, add a Memo, and for this I'll enter Software for Tim Smith. We pay GST on this, Tax Inclusive, set above, and we're ready to go. Click Record. Now check out the Jobs List and we can see that we now have expenses on the job. The Net Profit for the job is also a negative number because we haven't made any money for this job yet. OK, let's go ahead and mark this job off as complete so we can close it out. We don't have to do this just to be reimbursed for the software but we should cover the process of closing out the job while we're here. Open the Job, this is the Detail Job, and set the Percent Complete Field to 100 percent. I'll enter the Finish Date and click OK. We'll double check the Header Job. The Percent Complete has now gone to 100 percent. I'll put the same Finish Date in here and hit OK again. Now we can close this Window and it's time to Build the Customer. Go to the Sales Command Centre and click Enter Sales. Enter the Customer and I'm going to use the Time Billing Layout for this. We're billing for Services and Inventory Items and it's the only layout that will allow us to put everything on one Invoice. We just need to make sure that we have the right setting in the Preferences that allows us to sell both Items and Services on Time Billing Invoices. The only catch is that we have to have an activity created for the work we've done, but that's OK. We currently have a few to choose from. So we'll start by entering the work we've done on the top line. Today's Date,17th of the 7th 2009, and this job took 8 hours. The Activity will be Computer Service Standard, at a Rate of 75 dollars. And that makes the Amount come to 600 dollars which just happens to be the amount that we budgeted for. Next, we finally get to use the Job Field. Open the Jobs List here and select Job number 110, Install Computers. This service is also Taxable, so select GST and move to the next line. We're going to put the Computer Systems on this line. Go straight to the Hours/Units Field and this will hold the Quantity of Items, in this case 3. We're selling 3 computers. The Activity column then holds the Item number, and that's 1000 for Computer. Rate is the Unit Cost - 950 dollars, and three of these comes to 2850 dollars. Now, select the Job again and check the Tax Code. Now we can do the Reimbursement. Down near the bottom of this window click the Reimburse button. The software that we bought earlier and marked as Reimbursable shows up in the List. We need to click to place a checkmark in the Select column here, and now the Reimbursable Amount is shown. At the top we also need to select a Reimbursement Activity. I'm going to choose the Computer Service Activity. We can also apply a Markup to the Reimbursables by clicking the Markup button at the bottom, and this should look familiar from the earlier lesson on setting prices, so I won't waste time explaining it. If you need to, review that lesson. OK, click the Reimburse button and a new line is created for the Reimbursement. It might be a good idea to add some information to the Notes for this Item, something like: Software reimbursement. And now we're ready to Record this. Click Record and we're done. And that takes care of Reimbursable Expenses and Invoicing, so let's move on.