Hi Doug,
When approving an expense on the expense claim method, the system generates a bill. This bill represents the payment back to the employee.
The double entry of an expense is as below:
The Trade creditor account is used as a control account on bills and bill payments in Clear Books. At this point the Trade creditor balance is 0, the expense account is Dr 1000 and the employee expense account is Cr 1000.
The bill generated from this emplyoee expense has the following double entry:
So now the employee expense account has a balance of 0 and the Trade creditor is Cr 1000.
The payment applied to the bill with then Dr Trade creditor 1000 and Cr bank 1000.
https://support.clearbooks.co.uk/support/solutions/articles/33000203248-expenses-expense-claim-forms
Adhoc expenses are slightly different as they do not generate a bill - they work in the way you are possibly expecting. The initial double entry would be:
You would then be requried to either create a bill coded to the employee expense account code or you could explain a payment on an imported statement (or money out from Money>Bank accounts) coded to the employee expense account:
https://support.clearbooks.co.uk/support/solutions/articles/33000203242-expenses-adhoc-payments
I hope this helps!
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