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How to make proper reporting for a traveling ?

unknown

I travel regularly to different places. I would like to see a report per each place (Florida_NOV18/NY_Dec18/etx (including categories (tickets. hotels etc). If I would use tags for it, after a few years there will be too many. What else can I use for my task?

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Comments

unknown

That's what I do (use TAGs). Whatever scheme you pick to differentiate your trips will have some different value that the others, so I don't see how you get around this. I'll be following this to see if others have any ideas.

Bob_L

Using tags is what I recommend, though I would just tag the location as transaction date already distinguishes differences. That would also help with your “too many” issue.

unknown

Thank you! Seems to me that a tag is the only solution

Jim_Harman

Also if your tag list gets long you can hide the ones you are no longer using for new transactions. You can also delete tags if you will not be using them for future reports. Per the Help,

unknown

Thank you!

q_lurker

Tags are the best solution. I would consider separate tags for destination and 'year' to reduce the tag-clutter -- Florida, NY, CA, 2018, 2019, etc. You may have expenses for the 2019 trip that you paid for in 2018. Travel/FL:2018, Hotel/NY:2017

unknown

this is a great addition! Thank you!

unknown

What I do is use a combination of the year (first!) and locale, like "2017 Turkey", "2018 Asia", etc. That way the list is sorted numerically and the most recent trips are at the bottom. Makes it easier for me to pick the right one. Just one man's method.

unknown

Thank you!

NotACPA

Alexander,
Are these reimbursable expenses? Will your employer repay them? OR, are they going onto your Schedule C "Profit or Loss from Business".

I ask because there's another accounting option available if the expenses are reimbursable.

unknown

no, they are not reimbursable. But I am curious to learn other options for the future

NotACPA

The other option is to create a Receivables, asset-type, account and post all of the expenses as transfers to that account. THEN, when you get reimbursed, you show the reimbursement deposit into your banking account as a transfer FROM the Receivables account.

Using this technique, you can periodically reconcile the receivables account (which would normally be to $0 after the reimbursement). Anything not yet reconciled would be still owed to you by the employer.

Also note that this doesn't have to be "employer receivables" ... because I use the same technique for the amount that I've loaned to my brother.

Tags CAN be used to track things, in this scenario, but really aren't necessary because the expenses, and reimbursement, aren't taxable ... and thus don't need the same level of detail.

unknown

interesting option. will try. Thank you!