Expense
When you need to register your expenses to get a refund or to register expenses paid by your company, click the button Create new claim from the Home page.
Before an expense transaction can be registered, the claim must have the mandatory Claim information entered.
The main purpose of this section is to view and enter details that are common for your entire claim.
This section is opened by default when creating a new claim and is only possible to close when all required fields are entered. The following fields are included in this section:
| Field | Description | Mandatory/Optional |
|---|---|---|
| Claim description | Name of the entire claim, eg. Conference in Oslo | Mandatory |
| Cost units | If a cost unit is selected as default, this is shown here. Whether you can change the cost units or not is depending on the company settings set by the administrator in your company. For more details, see: Claim registration settings. | Optional |
| Position and Organization unit | Only available for eHRM companies (NO). | Mandatory |
When the General information is saved, it is possible to start the expense registration. To create a new expense, click the button Add expense.
Credit card transactions
If the company is set up with a credit card integration, it is possible to import them to the expense. Adding a credit card transaction makes it possible to reuse information such as amount, description and purchase date.
The button Transactions is only visible when you have available credit card transactions. The number in the button shows how many credit card transactions that are available and can be used for adding expenses to claim.
When clicking this button a pop-up will appear with a list of the available credit card transactions. This pop-up contains the following:
| Field | Explanation |
|---|---|
| Checkbox | To select one or more transactions. The checkbox on the header can be used to select all. |
| Date | The date of the transaction. |
| Point of purchase | Where the purchase was done. |
| Amount | The amount in the currency of the country where the purchase was done. |
| Local amount | The amount in the company default currency. |
In addition, these buttons are available
| Button | Explanation |
|---|---|
| Delete selected | Deletes the selected transactions. The transactions will then no longer be available in the list. |
| Add to claim | Adds the selected transactions to the claim. |
| Cancel | Will cancel the started process and close the pop-up. |
After adding the selected credit card transaction(s) to the claim, theExpense type and all other details must be filled. The Expense type can be pre-selected to one of the types the company has activated, if the credit card transaction is identified using the so-called MCC mapping. The preselected Expense type can be changed.
When all details are filled out, click Add to save the expense to the claim or Add and next if several transactions have been added.
Split transactions
When a credit card transaction has been added to the expense registration, it is possible to split the transaction. When clicking the button Split, the page will be updated with the possibility to add the following details to the part that has been split out from the original transaction.
- Expense type
- Amount
- VAT amount
- Change cost units
Information will be displayed to inform how much is remaining of the original transaction amount to guide you to enter correct amounts.
It is not possible to add amounts that in total are higher than the original transaction amount. A warning will then be given.
When all data has been entered and validated, the expenses will be added when clicking the Add button.
Transactions that are added to a claim are no longer available in the list. But if the added expenses with the credit card transaction is deleted or the whole claim is deleted, the credit card transaction will be available to select in the pop up again.
Credit card integrations
Visma.net Expense supports the following credit card providers (Norway):
- American Express Card
- Danske Bank Corporate Mastercard
- Eika TwoCards
- Handelsbanken Mastercard
- Nordea FirstCard
- SEB Eurocard & Diners
Visma.net Expense supports the following credit card providers (Finland):
- Danske Bank Corporate Mastercard
- Nordea FirstCard
- SEB Eurocard & Diners
Visma.net Expense supports the following credit card providers (Sweden/Denmark):
- American Express Card
- Danske Bank Corporate Mastercard
- Nordea FirstCard
- SEB Eurocard & Diners
- Volvo Finans Mastercard (Sweden only)
Credit card transaction in real-time from Nordea First Card
If you are using a credit card from Nordea and the company has set up an integration to use those in real-time, it is possible to get your credit card transactions visible in Expense right after the purchase has been done.
These transactions can be used immediately and the claim can also be sent to approval. A claim including this type of transaction will first go to a separate status (Waiting for credit card clearance) before it is fully sent to approval. This is because it can happen that a transaction gets changed before the bank approves the transaction on their end. But you don’t have to do anything further on the Expense side, the claim will be automatically sent to approval once Expense receives the approved message from the bank.
If it should happen that the transaction is changed after you have sent it to approval, the claim will be returned to Open status and an email will be sent to you. The transaction with the new amount will be automatically updated in Expense, but you need to control this before you send the claim to approval again.
Attachments
When clicking the Browse button, a pop-up will appear where the user 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.
The attachments from the mobile app are only available when the app have been used and available receipts exist.
If details have been added to the receipt in the mobile app, these will be automatically filled out on the expense when the attachment is added.
Read more here on how to use the mobile app.
It is also possible to delete attachments from the pop-up by selecting the attachment and click Delete.
If local files have been uploaded in the pop-up, but not added to an expense, it is possible to select to save the attachments for later use.
A dialogue will appear when exiting the pop-up where you can choose to either keep the uploaded files or delete them.
It is possible to add several attachments to the same expense transaction but there is a limit of maximum 50 attachments per claim.
Pre-filling of data
When you add an attachment to your expense, the system scans the document and pre-fill data where this can be found.
The following data types can be pre-filled:
- Date of purchase
- Amount
- Currency
- VAT
- Expense type
The Expense form contains the following fields
| Field | Description |
|---|---|
| Date | Date of the expense. Only dates 3 years in the past from today's date and 30 days ahead of today's date can be added. Default date is today if no travel has been added. If there is a travel the default date is the first day of the travel. |
| Expense type | The type of expense, e.g. Hotel, Train ticket, or Office equipment. The available types in the list are dependent on the company settings. |
| Currency | The company’s country currency is selected by default. It is possible to select a different currency by scrolling or searching in the field. When selecting a different currency, this will activate the Local amount and Exchange rate fields. Exchange rates are added automatically based on the date, and can be changed if not corresponding with the actual rate. |
| Amount | The amount of the expense. |
| Local amount | Activated when a different currency then the default currency is chosen. Default is based on Amount and Exchange rate of the selected date. |
| Exchange rate | Activated when a different currency then the default currency is chosen. Automatically filled based on exchange rates in the database. |
| Total VAT amount | Visible and calculated based on company settings. |
| Purpose | The purpose of the expense. If an attachment imported from a mobile app contains purpose, the field will be automatically filled with this information, overriding any purpose details from travels. If you have manually entered a purpose before importing from a mobile app, this manually entered purpose will not be replaced by information from the mobile apps. |
| Abroad expense | Select this if the expense is purchased abroad or are tickets/overnight stay in an abroad destination. Will be automatically ticked if a different currency than default is chosen. |
| Paid by company | This checkbox is only available if it is activated in company settings. When this is ticked, there will be no payment to the user. |
Additional fields
Some expense types may require additional information and based on the selected expense type, different fields can appear.
| Expense type | Field / description |
|---|---|
| Accommodation | Breakfast included |
| Representation | Name of participants Company name Number of participants Tip included with |
| Airplane/Bus/Car rental/Train/Taxi/Ferry/Other transport | Route |
Representation
When registering on the expense type “Representation” the following fields need to be entered:
| Field | Description | Mandatory (Y/N) |
|---|---|---|
| Representation type | An expense type having the checkbox for Representation (set in Settings) | Y |
| Representation amount | The full representation amount including VAT | Y |
| VAT amount | Will be calculated in the claim report based on the selected VAT code on the type or it can be entered manually by you (depending on the settings in Claim registration settings). The VAT amount is entered from the receipt. | N |
| Purpose | The purpose of the representation | N |
| Number of participants | This number has an effect on the deductible amount The number is including yourself | Y |
| Company name | The company that the employee is having the Representation with, not own company | Y |
| Name of participants | The names of the participants | Y |
| Tip included with | As part of the Representation amount - this field can be set to be displayed or hidden from the Settings in the corresponding Representation type. The amount is registered in the same currency as selected on the representation amount. | N |
The correct deductible VAT will be calculated and shown in the claim report.
View details
It is possible to view more detailed information when clicking on the added expense. The following information will be shown:
| Field | Description |
|---|---|
| Expense abroad | Indicated that this is an abroad expense |
| Local amount | Shows the expense amount in the local currency |
| Company amount | Only visible when expense is registered as paid by company |
| Route | Shows the additional route field which is available for some expense types like Airline tickets, Bus, Car rental etc. |
| Representation | Shows representation fields when Representation type has been selected |
| Accommodation incl breakfast | Shows accommodation amount and breakfast amount splitted |
| Split transactions | Symbol that shows if transactions have been splitted (for credit card transactions only) |
| Cost units | Shows the selected cost units |
| Project details | Only for ERP integration |
| Re-invoice to customer | Only for ERP integration |
| Attachment | Shown as thumbnail version when added |
Edit / delete / copy created expense
It is possible to edit, delete and copy an expense registration by using the action buttons. To edit an expense, click on the pen symbol. The popup that appears will contain all the expense details previously saved for this expense.
It is also possible to copy the added expense by clicking the copy icon. This will copy all added information in the fields, except from attachments.
To delete an expense, click on the trashcan symbol. If you have added attachments or credit card transactions, these will be available to use again.