Reimbursements

[Marlene V]

A Retirement Village consisting of HOA and 2 Body Corporates. HOA pays the full supplier accounts. How to avoid multiple journals each month? Is there a way to do transparent well documented bookkeeping with reimbursements, rather supply an invoice, from HOA to the 2 entities, but by month end do a journal to ensure your income does not increase, your expenses must increase. Hope this is clear, not good with words.

[Marlene V]

Do I have it wrong, HOA books will have the full expense then that expense account will actually decrease when a reimbursement is received, the bank will increase. This however is not Income; there should be a Contra Expense account. My biggest question is how to bill these two entities without a journal for each expense but there need to be a summary consisting of each invoice, so these two BCs can see exactly what they will be paying for.

[IanF]

I would use the supplier invoice to pay the HOA, and then the HOA when it pays debits an account called reimbursable expenses, and when the body corporates pay credits to the same account. The reimbursable expenses should always balance to zero. It is not an HOA expense. Whether the body corporates accept this is up to them.
Otherwise, the BCs just pay their portion to the supplier.