Employee business expenses


Updated: November 1, 2016

Applies To: Dynamics Marketing


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Employees may incur expenses that need to be tracked and reimbursed. Typically vendors are paid by employees who are reimbursed for the expenses.

There are two approaches that are used to track employee business expenses, depending upon if you give advances and want to track the expenses by vendor:

  • If you give advances or want to track the expenses paid to each vendor, you must set up an account for each employee

  • If you don't give advances and don't want to track the expenses paid to each vendor, enter an expense in Microsoft Dynamics Marketing for the expenses. Code the expenses with the appropriate accounts. More information: Track costs of items, media, and services purchased from vendors

Typically employees are linked to the site company. To be able to write or print checks payable to the employee, you must create a separate vendor record for each employee.

  1. Go to Marketing Execution > Vendors > Vendor Companies.

  2. Choose the Add New button button.

  3. Create a vendor company record for each employee that incurs business expenses. For example if the employee's name is Fernando Chinn, make a record with the name Fernando Chinn.

  4. Choose Save.

  5. Choose the Contacts tab.

  6. Choose the Add New button button.

  7. Leave the contact first name and last name blank.

  8. Select Remit To for the role.

  9. Choose Submit.

Microsoft Dynamics Marketing will create a vendor company record for the employee. Be sure to select the employee's vendor record when you reimburse them. The employee's vendor record will appear in fields as <Employee Name> (Remit To).

Employee advances are advance payments that are made to employees for client and other business expenses. For example, you may need to give employees an advance to pay for travel expenses for trips.

Set up a sub account for each employee who is expected to receive advance checks. For example, if you will be issuing advances to Fernando Chinn, you could call the account 'Fernando Chinn'.

  1. Select the employee as the Remit To.

  2. Specify the employee's advance account as the Expense Account on the check.

  3. Write or print the check.

When the employee turns in their expense worksheet, create a charge.

  • You can specify the employee as the vendor, or enter a charge for each vendor.

  • Enter each expense item using the appropriate account, or group the expenses and enter a separate item for the total amount for each account.

The employee's advance may be more than or less than the total of the business expenses submitted.

  • If the expenses exceed the advance (the employee is owed money), enter an expense or write a check for the balance, crediting the employee's advance account.

  • If the advance exceeds the expenses (the employee owes money to the company), enter a journal entry for the balance, crediting the employee's advance account and debiting the bank account where the money was deposited.