/expense/faq/for_admins section 2026-05-11T13:56:21+02:00 # Settings (Administrator) Are you a system administrator? Here you will find technical guidance for setup and maintenance, answers related to reports, as well as country-specific information and regulations for your company. Here you can find more about: - **Company configuration** - **Types** - **Employees & Groups** - **Payment** - **Payroll** - **Bookkeeping** - **Emission report** - **Country Specific** /expense/faq/for_admins/company_setup section 2026-05-11T13:56:21+02:00 # Company configuration Here you'll find answers to the most frequently asked questions about company configuration. /expense/faq/for_admins/company_setup/change_workflow page 2026-05-11T13:56:21+02:00 # I am not able to change the company workflow - what can be the reason? If you are not able to change the workflow, this means that there are some claims in between two statuses. As a general rule it is not possible to change unless all claims have the status Open/Rejected/Canceled/Waiting for approval/Approved or Paid/Booked. So if there are claims with states between Approved and the last state for the flow (Paid or Booked, depending on your current workflow), you need to mark them as Paid or Booked. /expense/faq/for_admins/types section 2026-05-11T13:56:21+02:00 # Types Here you'll find answers to the most frequently asked questions about types. /expense/faq/for_admins/types/allowance_for_long_distance_transport_drivers page 2026-05-11T13:56:21+02:00 # How to Activate and Register Allowance for Long-Distance Transport Drivers? ## What is the support for long-distance transport drivers? The function provides support for registering daily allowance for long-distance drivers, both in Norway and abroad. It follows specific rules for calculating daily allowance per 24-hour period, and no meal deductions or night allowances are calculated. ### Does the function need to be activated? Yes. The function is disabled by default and must be manually activated by an administrator. ### How do administrator activate the daily allowance types for long-distance drivers? **How to activate the types:** - Go to Settings \ Daily allowance type - Select Inactive **Active:** - Domestic – Long-Distance Driver - Abroad – Long-Distance Driver When activating a type, you must also enter a pay code number under Payroll / Bookkeeping. ### Do both domestic and Abroad need to be activated? Yes. The types are not synchronized, so both types must be active for the function to work properly. ### What allowance rate is used for long-distance drivers? The system supports a tax-free rate per day. It is also possible to configure company rates. ### Where do I enter the company rate? - Company rates are entered for the allowance type Domestic – Long distance transport drivers. - If a company rate is used, it automatically applies to both domestic and Abroad. ### How does a user register an allowance as a long-distance driver? Once the feature is enabled, the user can: - Create an allowance registration. - Select **Long distance transport drivers** from the allowance type dropdown list. - The system will then apply the rules for long-distance transport. ### How is the allowance calculated? - Allowance is only calculated for entire 24-hour periods. - Example: A trip lasting 32 hours qualifies for 1 day allowance. ### Is meal deduction calculated? No. Meal deduction does not apply to the allowance type for long-distance drivers. ### Is night allowance calculated? No. Night allowance does not apply to the allowance type for long-distance drivers. /expense/faq/for_admins/employees_and_groups section 2026-05-11T13:56:21+02:00 # Employees & Groups Here you'll find answers to the most frequently asked questions about employees & groups. /expense/faq/for_admins/employees_and_groups/bulk_update_employee page 2026-05-11T13:56:21+02:00 # How can I bulk update employees? ## What is a bulk update? A feature that allows you to update specific data for many employees at once, so you don't have to do it manually for each individual. ### How do I select who to update? You start in the employee list. Use the search and filter functions, and check the boxes next to the employee you want to change. You can also select **all**. ### Which fields can I change? Available fields vary depending on your company type and integrations, but typically include: - **Groups:** Select from a list (only one group can be updated at a time). - **Regular travel:** Toggle on/off (only applies to Norwegian companies). - **Volunteer worker:** Toggle on/off (only applies to Finnish companies). - **Cost unit:** Select active cost unit (only possible if Expense is the owner). /expense/faq/for_admins/employees_and_groups/different_rate page 2026-05-11T13:56:21+02:00 # How do I set a different rate on a mileage type for only some of the employees? As a company administrator you can set up groups in Visma.net Expense. These groups can have different settings and rates. To define different rates for different employees you must first create a group. 1. Go to the menu **Settings**. 2. Click and **Employees and group** and then **Groups** in the left menu. 3. Click **Add group**. 4. Set a unique code for the group you want to create, and then a group name. 5. Click **Save**. Once you have created the company group, you can connect the employees to the group. 1. Click on **Employees** in the left menu. 2. Select one employee 3. At the tab **General** select the correct company group in the drop down list. 4. Click **Save**. Repeat this procedure for other employees that shall be connected to the group. You can now define the custom rate on the specific group. 1. Go to **Types** in the left menu and select **Mileage**. 2. On top of the page, select the specific group that you would like to set up a new rate for. 3. Then click on the mileage type, for example Car and click **Add rates**. 4. Select a valid from date and valid to date (optional), and add the new rate in the column **Company rate**. 5. Save the line by clicking the approve symbol and then click **Save**. The settings for the type are now saved and are only valid for the group you selected. Remember that no employee can belong to more than one group at a time. /expense/faq/for_admins/reports section 2026-05-11T13:56:21+02:00 # Reports Here you'll find answers to the most frequently asked questions about reports. /expense/faq/for_admins/reports/payment section 2026-05-11T13:56:21+02:00 # Payment Here you'll find answers to the most frequently asked questions about payment. /expense/faq/for_admins/reports/payment/mark_payrollfile_paid page 2026-05-11T13:56:21+02:00 # How do I mark the payroll file as Paid? (for companies not integrated with a payroll system) If you want to mark an approved claim as Paid, you first need to set the status to Transferred to payroll. - Go to the menu **Reports** > **Generate payroll file** and select one or more claims you want to change status on. - Then you click the button **Download payroll file**. - Select which format you want to download the file to. - The selectable options are CSV file and Visma Nova (Finnish ERP system). - Then you decide the transfer date and mark the checkbox **Transferred to payroll**. - Please note that this checkbox is only available when the claims have status Approved. After you have changed the status, the claims will be visible in the menu **Payroll files**. In this page you will see all created payroll files within the selected from and until dates. - Click **Mark all as Paid** in the column header or the link **Mark as Paid** for each claim individually. - Confirm the status change and the selected claims are marked as Paid and no further action can be taken once this status is set. - This status is also shown on the employee's claims in the Home page. /expense/faq/for_admins/reports/payroll section 2026-05-11T13:56:21+02:00 # Payroll Here you'll find answers to the most frequently asked questions about payroll. /expense/faq/for_admins/reports/payroll/payrollfile_format page 2026-05-11T13:56:21+02:00 # What format can I download the Payroll file to, and what does it contain? The payroll file can be downloaded into two different formats; csv file and Visma Nova. The csv file contains: | Column | Comment | | ---- | ---- | | Employee | Employee ID | | Claim ID | The claim number | | Description | The description of the claim | | TransferDate | The date when the transfer file was created | | PayCode | The pay code for correct handling in the payroll system | | Quantity | The actual number of diets (the same as presented in the claim report) | | UnitPrice | Price per item/unit | | TotalValue | Quantity * UnitPrice | | DebitAccount | Debit account on the type | | DebitAmount | Debit amount | | CreditAccount | Credit account on the type | | CreditAmount | Credit amount | | VATCode | The VAT code connected to the expense type | | CostUnit 1-x | Entry in the respective cost unit fields | | TransactionDate | The date of the transaction in Expense whether it being an allowance, an expense or a mileage transaction | /expense/faq/for_admins/reports/bookkeeping section 2026-05-11T13:56:21+02:00 # Bookkeeping Here you'll find answers to the most frequently asked questions about bookkeeping. /expense/faq/for_admins/reports/bookkeeping/bookkeepingfile_format page 2026-05-11T13:56:21+02:00 # What format can I download the Bookkeeping file to, and what does it contain? The bookkeeping file can be downloaded into three different formats; Report (pdf), CSV file and Visma Nova. The csv file contains: | Column | Comment | | ---- | ---- | | Employee | Employee ID | | Claim ID | The claim number | | Description | The description of the claim | | BookkeepingDate | The date when the transfer file was created | | TransactionDate | The date of the transaction in Expense whether it being an allowance, an expense or a mileage transaction | | Type | Allowance, mileage, expense type | | Purpose | Purpose added on the transaction | | Account | Account number | | VATCode | VAT code | | Debit | Total debit amount | | Credit | Total credit amount | | Currency | Local currency | | Taxable | 1=taxable, 0=tax free | | CostUnit 1-x | Entry in the respective cost unit fields | /expense/faq/for_admins/reports/bookkeeping/mark_bookkeeping_booked page 2026-05-11T13:56:21+02:00 # How do I mark the bookkeeping file as Booked? (for companies not integrated with an ERP solution) If you want to mark a paid claim as Booked, you first need to set the status to Transferred to bookkeeping. - Go to the menu **Reports** \> **Generate bookkeeping file** and select one or more claims you want to change status on. - Then you click the button **Download bookkeeping file**. - Select which format you want to download the file to. - The selectable options are report, CSV file and Visma Nova (Finnish ERP system). - Then you decide the transfer date and mark the checkbox **Transferred to bookkeeping**. - Please note that this checkbox is only available when the claims have status Paid. After you have changed the status, the claims will be visible in the menu **Bookkeeping files**. In this page you will see all created bookkeeping files within the selected from and until dates. - Click **Mark all as Booked** in the column header or the link **Mark as Booked** for each claim individually. - Confirm the status change and the selected claims are marked as Booked and no further action can be taken once this status is set. - This status is not shown for the regular user in the Home page, they will still see the claims as Paid. /expense/faq/for_admins/reports/emission_report section 2026-05-11T13:56:21+02:00 # Emission report Here you'll find answers to the most frequently asked questions about emission report. /expense/faq/for_admins/reports/emission_report/calculateemissions page 2026-05-11T13:56:21+02:00 # How does Expense calculate emissions? Emissions are calculated using: [Ducky.eco](https://www.ducky.eco/) /expense/faq/for_admins/reports/emission_report/climatedate page 2026-05-11T13:56:21+02:00 # Is the climate report up to date? Yes, the climate report is generated in real-time when you open the page. /expense/faq/for_admins/reports/emission_report/emission_categories_used_for page 2026-05-11T13:56:21+02:00 # What are emission categories used for? Emission categories consist of multiple categories. Emission categories are used to classify types of goods and services. This is a way of categorizing goods and services in a generic way across the world. These emission categories allow us to use a large database of emission information to base our calculations upon. If you are an administrator and need to connect an emission category to a custom made expense type. Make sure you select an emission category with a title that is as close as possible to the expense type you want to connect it to. /expense/faq/for_admins/country_specific section 2026-05-11T13:56:21+02:00 # Country specific Here you'll find answers to the most frequently asked questions about country specific rules. /expense/faq/for_admins/country_specific/sweden/how_do_you_set_up page 2026-05-11T13:56:21+02:00 # How do you set up the new rules for representation (Sweden)? According to the new rules for representation that took effect January 1, 2017, it is possible to lift all VAT on amounts up to 300 SEK / person excluding VAT. If the representation is done for more than 300 SEK / person excluding VAT as use of a fixed VAT amount. It is now only the VAT that is deductable. You need to set up two different types of representation types (Arrow A) (perhaps more if the company separates the internal and external representation), one for receipt of maximum SEK 300 / person and one for a receipt for more that 300 SEK / person. The only difference between these two is the amount that you specify in the box for **Fixed VAT Amount** (Arrow B). On the type of max 300 SEK / person the values will be 75 SEK (maximum amount that can be drawn at 25% VAT) and on the type for more than SEK 300 / person, use the value 46 SEK. The value in the box for **Deductable amount** should be 0 (Arrow C). It is important that the employee select correct type of representation excluding VAT and that they indicate the correct tax amount from the receipt at the registration of its representation. /expense/faq/for_admins/country_specific/finland/incomes_register page 2026-05-11T13:56:21+02:00 # How can I check that claims have been sent successfully to the Incomes Register (Finland)? When you are using automatic reporting to the Incomes Register, the claims will be sent to the Incomes Register as soon as the claims have been marked as Paid. To ensure that the claims have been sent successfully and reported to the Incomes Register, you will need to check this by entering the page **Automatic reporting** that you find under the **Reports** menu. When a claim has the status **Sent**, it means that it has been sent and is being processed. Status **Reported** means that it has been accepted by the Incomes register. If claims failed to be sent because of an error, an error will be displayed on top of the page. You can see the error details by clicking on the row with a failed claim under the tab "Error". When you have solved the issue, click **Resend Failed** to send them again. If any claims have failed due to the error "Cannot generate", it is not possible to resend the claims to Incomes Register from Visma.net Expense. The claims must then be reported manually to the Incomes Register.