Frequently Asked Questions

  • What’s the difference between a vendor expense and other expense types, like a reimbursable expense or a non-reimbursable expense?

    A vendor expense is a third-party expense.

    For example, your team built a website that required stock photography from Getty Images. Now you need to submit the expense as a bill from the vendor.

    With vendor expenses, you can log this expense type without relying on your accounting system to enter the vendor bill. Simply choose the vendor expense option when you’re ready to submit this expense.

    In contrast, reimbursable and non-reimbursable expenses pertain to employee expenses.

    Reimbursable expenses are paid back to the employee due to business costs they personally incurred. Non-reimbursable expenses are expenses that are incurred on a corporate credit card; the employee doesn’t receive any payment. 

  • Do I submit vendor expenses separately from reimbursable and non-reimbursable expenses?

    You can submit vendor expenses alongside your other expenses.

    However, since vendor expenses don’t get paid back to the employee, you’ll post these expenses to QuickBooks separately from other expenses. 

  • Why can’t I find the vendor expense option in BigTime?

    There are two small steps to take in order to see the vendor expense type option.

    First, you need to activate this feature in Active Features, which is found on the My Company...My Company window. Second, you need to activate the vendor expense user right.

  • How can I tell if an expense is a vendor expense or not when I review an expense?

    On your Review/Approve Expenses window, you can click on the hyperlink next to one of your expenses that contains a vendor expense in order to view the entire expense report.

    This will take you to a window where you can review expense details.

    There are several fields that you can add to your view to distinguish the vendor expenses, such as the vendor column (vendor) and the reference number column (bill ref nbr).

    Add these columns to your window by clicking on the gear icon and checking the box next to the respective column name. Click Apply to apply your changes.



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