Record a bill you paid personally

When you or someone on your team pays a business expense with personal money, record who paid so the business can pay them back:

1. On the bill (either in the Add Invoice uploader (Yes) someone paid personally) or on the bill row's paid-by picker: pick the person.
2. Choose the shareholder, team member, or You (owner) who paid. Someone who has been deactivated isn't offered; a bill that already names them keeps showing their name.

TALISK_HQ books the expense (and any recoverable tax) but sends the credit to that person's balance instead of Accounts Payable: the business now owes them, not the supplier. That balance shows under People balances, and you clear it with a repayment when you pay them back.

On an incorporated book, someone who holds shares is recorded as a shareholder (their balance is a shareholder loan); a non-shareholder is a team member. A single bill is paid by one or the other, not both.

If a shareholder has been deactivated and a team member has the same name, the picker offers the team member, marked (former shareholder — owed as a team member). Picking them means the business owes that money to them as a team member, on the account linked to them as a team member (their reimbursements account, unless you linked a different one to them), not to them as a shareholder.

If the person is no longer on the book

Approving the bill will be refused, and TALISK_HQ will say the bill was paid personally by someone who is no longer on this book. That happens when the person's record was removed after the bill was captured, so there is nobody left to owe the money back to. TALISK_HQ no longer lets you remove anyone a bill names (you deactivate them instead), so this only affects bills from before that.

Either add the person again, or clear the paid-personally-by field on the bill and record who really paid it. TALISK_HQ refuses rather than parking the money in a shared account, because a balance nobody is named on never appears on anyone's People balances and never reaches the year-end schedule your accountant works from.

A foreign purchase on a personal card

A bank converts at the mid-market rate; a card adds a markup. So a person who buys something in another currency on their own card is out of pocket by more than the converted amount of the purchase, and the difference is real money the business owes them.

Open the document and find Actually charged (CAD) — the person's card. Type the figure from their card statement. TALISK_HQ keeps the expense at the Bank-of-Canada rate for the day, and records the difference as a card or bank fee owed to that person, so their balance is what they actually paid. The fee goes to Foreign Transaction & Card FX Fees (account 5055). The fee is dated with the expense: a bill's own date, or the day a receipt was paid.

The box is there on a bill and on a receipt alike. On a receipt it is usually the second visit that matters: a receipt is recorded the moment you capture it, and the card statement turns up weeks later. The box has its own button, so the card charge can be saved without touching anything else. Fill it in and press Save card charge.

You will not see the box until the expense has been recorded and there is a named person to owe the difference to, or, on a sole-proprietor or partnership book, until a receipt you paid yourself has been recorded (see below). Before that there is nothing for it to attach to, so TALISK_HQ waits rather than taking a number it cannot use.

If you have not entered the day's exchange rate yet, the box still accepts the figure and says there is nothing to post for now. TALISK_HQ posts the difference by itself once the rate arrives.

Leave it blank if you do not have the statement yet. Nothing is assumed, and you can come back to it. Clearing it again removes the fee entry. If the card charged exactly the converted amount, type that figure: it records that you checked, and posts nothing.

If the month the expense is dated in is already closed when the statement arrives, you can still enter the card charge. The difference is recorded on the first open day after the lock, with the expense's date noted on the entry, so the closed month and any GST return you filed stay exactly as they were. There is no GST on a card's conversion markup, so no return moves.

Before you close a month, lock a period or mark a GST return filed with the books locked, TALISK_HQ lists any foreign purchases paid on someone's own card that still have no card charge, with a link to each (a receipt counts in the month it was paid). It is a reminder, not a block: you can go ahead and enter them later.

If you are a sole proprietor

On a sole-proprietor or partnership book, a receipt you paid yourself goes to Owner's Equity: it is money you put into the business, not a debt it owes you. The card charge works the same way. Open the receipt and use the same Actually charged (CAD) box for your own card. Whatever your card charged beyond the converted amount is more money you put in, so TALISK_HQ records the markup as a card or bank fee and adds the difference to Owner's Equity. If your card charged less than the converted amount, your contribution goes down by the difference. The rest of what is described above (closed months, no GST, the reminder before a close) applies the same way.

This is for receipts you paid yourself. A bill you marked as paid out of your own pocket does not offer the box.

Correcting a receipt you paid personally

A receipt someone paid personally is recorded, and shows as settled, the moment you approve it. Settled here means no bank line will ever arrive for it. It does not mean the person has been paid back: what they are owed sits in their balance under People balances until you repay them.

You can still correct it. Open the receipt and fix the currency, the amounts, the tax, the date or the supplier, then save. TALISK_HQ re-records the expense with the corrected figures, and the person's balance moves by exactly the difference. A receipt captured in CAD that was really in USD is fixed this way: change the currency to USD, save, and the Actually charged (CAD) box then appears for the card figure.

On a receipt in another currency, the date also sets the exchange rate. Correct the date and TALISK_HQ converts the receipt again at the Bank of Canada rate for the new day. If you entered what the card Actually charged (CAD), that figure stays what the card charged, and only the card fee beside it moves. Otherwise the person's balance follows the new CAD figure. If that day's rate is not published yet, the receipt is recorded at face value for now and converted once the rate arrives. A receipt in another currency can't lose its date, and its date can't change once a reimbursement covers it: cancel or unmatch that reimbursement first, correct the date, then reimburse again.

A few things still refuse, and each says why:

• Who paid. Changing the person on a recorded receipt is refused, because it would move the money to someone else's balance.
• A reimbursement already covers it. If the receipt is in a reimbursement that has not been paid yet, cancel that reimbursement, correct the receipt, then reimburse again. If it was already paid back, first unmatch the repayment on its bank line in Ledger › Banking, then cancel the reimbursement, correct the receipt, and reimburse and match again.
• The person's account has changed. If the person who paid has since been linked to a different account in the chart of accounts, the correction is refused rather than moving the whole amount to that account.
• A closed period. A receipt dated inside a locked month or a filed return can't be changed. Reopen the period first if the correction belongs there.

A bill you paid in cash is different: it carries a separate payment record, so its amounts stay fixed once it is settled. You can still change its category.