/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.