/expense/faq section Here you will find some useful information for Visma.net Expense based on our customers' most frequently asked questions. 2024-12-09T13:31:51+01:00 # FAQ Here you will find some useful information for Visma.net Expense based on our customers' most frequently asked questions. Choose a topic you want to learn more about. You can navigate by using the menu or the breadcrumbs below. /expense/faq/find_payslip page 2025-02-12T14:48:51+01:00 # Where can I find my payslip? In Visma.net Expense you can create and view travels, mileages and expenses, but payslips are not provided here. Depending on your access, it could be that your payslips are published in the service Visma.net Payslip and/or in the mobile app Visma Employee. Read more about this here: [Payslips](../../online-help/visma-employee/payslip) (in mobile app) [Visma.net Payslip (on web)](../../online-help/visma-employee/vismanet-payslip) If you need any help on finding your payslips, please contact your payroll administrator. /expense/faq/different_rate page 2024-08-07T11:22:23+03:00 # 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/bookkeepingfile_format page 2024-07-08T10:41:07+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/calculateemissions page 2024-12-17T10:19:41+01:00 # How does Expense calculate emissions? Emissions are calculated using: [Ducky.eco](https://www.ducky.eco/) /expense/faq/exchange_rate_retrieved_from page 2024-07-08T10:41:07+02:00 # Where does the exchange rate come from? The exchange rate is determined based on the date specified for the expense and is retrieved from the service Visma.net AutoPay that ensures that the rate is correct. If you are using a credit card transaction the exchange rate was determined when the purchase was made and it is not possible to change the exchange rate in Visma.net Expense. When an expense with foreign currency is entered, the local amount will be calculated based on the entered amount and the exchange rate. The expense is always paid in local currency. /expense/faq/how_do_you_set_up page 2025-02-12T14:48:51+01:00 # 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/how_do_i_register_allowance page 2025-04-08T15:12:36+02:00 # How do I register an allowance? #### What is allowance? When you travel for work, you might be entitled to an allowance. This meant for you to be able to pay for meals during your travel period. The amount of allowance is determined by the duration of your travel and the type of lodging you spent overnight (if your travel included multiple days). #### What meals are covered? All meals that you have paid for yourself that are not included in another bill you have expensed. This means that for the the following examples, you are not entitled to an allowance: - Someone other than you paid for your meal. Think of a colleague, a customer or your manager. - Your meal was part of a hotel bill that was either paid by you and expensed separately or paid by your employer directly. #### How should I register meals? Expense calculates the amount of meals you are entitled to based on the dates and times you have added for your travel. For each of these meals you can indicate if this: - Was paid by you, included in your allowance. - Was not paid by you, deducted from your allowance. #### Why do I see three meals when traveling half a day? Legislation states that whenever traveling for a certain period you are entitled to allowance divided over three meals. This gives you flexibility in indicating which meals should be deducted from your allowance. #### Why is breakfast shown first while I started traveling in the afternoon? Expense always show three meal options if you are entitled to it regardless of when your travel started. The order of which the meals are shown say nothing about when your travel started. /expense/faq/whataremcc page 2024-12-09T13:31:51+01:00 # 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/mark_payrollfile_paid page 2024-07-08T10:41:07+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/how_to_change_language page 2024-07-08T10:41:07+02:00 # How do I change the language? If you need to change the language in Visma.net, you can do this in two different ways: - When you are logged in to Visma.net Expense you can click in the upper right corner and select User details. - Click the pen symbol in order to make changes to your details, and then change the language. - After you have saved you need to re-login to Visma.net before the changes take effect. You can also decide the language before you login to Visma.net. - In the lower right corner in the login screen, you can select the language. - This language will then be set when you login to Visma.net. /expense/faq/climatedate page 2024-07-08T10:41:07+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/incomes_register page 2025-02-12T14:48:51+01:00 # 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. /expense/faq/credit_card_import page 2024-12-09T13:31:51+01:00 # How to get started with credit card transactions import? There are several credit card providers that can send transactions to Visma.net Expense. The following credit card providers can send transactions to Expense: - American Express Card - Danske Bank Corporate Mastercard - Handelsbanken Mastercard - Nordea FirstCard - SEB Eurocard & Diners - Volvo Finans Mastercard You need to contact the credit card company to order a credit card transaction transfer to Visma.net Expense. There are no settings in Visma.net Expense that needs to be done. The transactions are mapped to the employees in Visma.net Expense by using the employee ID. So it is important that the credit card provider gets the correct information about this. There are no additional costs from Visma to set up a credit card integrations, but the credit card provider might take a cost for setting it up on their side. Contact your credit card provider for more information. /expense/faq/mark_bookkeepin_booked page 2024-07-08T10:41:07+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/change_workflow page 2024-07-08T10:41:07+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/howto_get_started_mobile page 2024-08-07T11:22:23+03:00 # How do I get started with mobile app? You can take pictures of receipts and upload them directly to Visma.net Expense by using the mobile app Visma Employee, available to be downloaded to a mobile and/or tablet. The login for this app is the same username and password that you use for login to Visma.net Expense. Take a picture of the receipts and the smartscan functionality in the app will interpret the picture and fill out information like date and amount if this is identified. You can also add additional information to the fields the smart scan functionality did not identify. The picture of the receipt including the details, can then be sent to Visma.net Expense. If you have added details like date and amount to the receipt in the mobile app, these will be automatically filled out on the expense when you add an attachment. When using the app Visma Employee it is also possible to create a claim with expenses and send this directly to Visma.net Approval without logging in to Visma.net Expense. Read more about the Visma Employee app [here.](../../online-help/visma-employee) /expense/faq/how_to_attach_receipts page 2024-07-08T10:41:07+02:00 # How do I attach my receipts in Visma.net Expense? It is possible to attach your receipt to an expense on the Expense page and to a mileage trip on the Mileage page. Click on the Browse button and a pop-up will appear where you can select attachment by using a local file (using drag-and-drop or browse) or by using a receipt from the mobile app Visma Employee. Attachments from the mobile app are only available when you have used the app and available receipts exist. You can also delete attachments from the pop-up by selecting the attachment and click Delete. If you have uploaded local files in the pop-up, but not added them to an expense, it is possible to select to save the attachments for later use. A dialogue will then appear when exiting the pop-up where you can choose to either keep the uploaded files or delete them. It is also possible to upload a general attachment to a claim, for example a meeting invitation. This can be done in the Summary page. /expense/faq/payrollfile_format page 2024-07-08T10:41:07+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 |