Pay expense claims via payroll or AP?

  • 31 October 2022
  • 4 replies

Userlevel 4

We are currently paying expense claims via payroll, but considering to move paying expense claims via AP. What does your company do?


Best answer by Doug Johnson 13 December 2022, 18:45

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4 replies

Userlevel 7
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@dmzasdf when you say you are paying expense claims via “payroll” are you referring to an external payroll system? 

Currently expense claims are paid to employees directly from AP as if the employee is a vendor. Customers who have Acumatica Payroll and Advanced Expense Management can offer both through Acumatica. Employees receive separate checks for payroll and expenses. One person requested a way to merge these in ideas

Userlevel 4

Thank you, @Doug Johnson 

We use UKG for payroll and expenses, but there was an ask to just move expenses to Acumatica AP. From your response, I see that paying expenses from AP is a common Acumatica usage, so I will let the team know. 

Userlevel 5
Badge +1

Hi @Doug Johnson , related to this question, in our case we use an external payroll solution, so :

When an expense claim is release, it creates an AP Bills with the employee as a vendor. Is there a way to avoid this and just create a standard entry like the timesheet does?

Userlevel 7
Badge +3


Generally no, but you can use the paid with feature of corporate credit cards as a potential workaround. Using this feature, you can select a ‘card’ that is linked to a specific cash account.

When you release the expense claim it will create a Cash Purchase (if company expense). This creates a Journal Transaction (module = AP) which Debits the expense associated with the expense receipt line item and Credits the cash account associated with the company card.


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