Help /expense/online-help section Learn about the modules in Visma.net Expense and how to use the various functions and workflows. 2024-08-16T13:19:39+02:00 # Help Learn about the modules in Visma.net Expense and how to use the various functions and workflows. Under **News in Version**, you can read about the new features in the most recent version of Visma.net Expense. News in Expense /expense/online-help/news page 2025-04-29T16:01:35+02:00 # News in Expense Visma is working continuously to improve the standard and increase the functionality included within Visma.net Expense based on feedback from customers. Therefore, new versions of the software are launched at regular intervals and contain new and improved functionality.

Oslo, 2024

Visma.net Expense

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## Version News The following features are new or improved ### April 2025 #### Allowance Several improvements and simplifications have been made to how you register expenses with allowance. Cost unit registration has now been moved to the Information page. The main changes concern how you register allowance. You will now see information about Date and Country/City when registering meal options. #### Meal Options You can now select and register meals for all travel dates or for a specific travel period. #### Set for all dates If you select 'Set for all dates', you can choose whether the meal options should apply to all dates in the travel. #### Set per period If you select 'Set per period', you can choose whether the meal options have different values ​​within a period/travel. #### Lodging information (Only for Norwegian companies) Select + Add more. You can also choose From date for each lodging information if you have more than one. #### Summary of Meals At the bottom of the screen you will see the summary of the travel. How many breakfasts, lunches and dinners are calculated, as well as how much is calculated in the diet, how many meal deductions and the total amount for allowance. #### Details Now shows meal details for the period, breakfast, lunch, and dinner for the travel. Also displays all allowance types for the travel, including amounts and currency. ### January 2025 #### New rates for allowances New allowance rates for 2025 have been updated in Visma.net Expense for all countries (Denmark, Finland, Norway, and Sweden). These updates include new rates for mileage allowances, daily allowances, and new abroad destinations. ### October 2024 #### Mandatory breakfast included for accommodation It is now possible to set the Breakfast Included field for the accommodation expense type as mandatory. This can be done by the company administrator under the menu Claim registration settings. When this setting is activated, the users will have to add a breakfast included amount when registering accommodation expenses. ### July/August 2024 #### Forwarding emails to Expense As a user, you will now be able to forward your emails and import them as attachments to Visma.net Expense. Users can set up this email function directly from the Additional Services page, which has also been re-designed. #### Favorites for mileages Visma.net Expense is now saving your favorite routes and locations for mileages. This feature is designed to streamline and simplify the tracking and management of your regular travel routes. ### June 2024 #### Integration with Nordea First Card (via OpenCard) We've partnered with Opencard to bring real-time credit card transactions and digital receipts from Nordea directly into Expense. Now, users can see their credit card transactions in real time and also automatically match digital receipts, streamlining their expense claim process. This integration also supports endpoints for Visma Employee app, making the status of these transactions available for mobile users. As an administrator, you can also activate the OpenCard integration in Expense. This feature allows for streamlined onboarding of new customers using OpenCard's API. A new page has been created in Expense for administrators to start the integration activation and manage cardholders. ### May 2024 #### Mandatory attachments We have introduced functionality that allows administrators to mandate attachments for specific expense types. This change ensures compliance with laws and regulations requiring documentation. Missing attachments are a common reason for claim rejections, and this feature helps both users and approvers by requiring necessary attachments upfront. This update includes a new column in expense settings, and the corresponding import/export CSV files have been updated to reflect this change. Users will now see mandatory indicators and receive error messages when submitting claims lacking required attachments. ### April 2024 #### Sustainability improvements Several improvements to the sustainability reporting module has now been introduced to provide more insights into the calculations in the report. We have also introduced more flexibilities to select which expense types that should be included in the report or not. ### January 2024 #### Use SmartScan on attachments We have now introduced the SmartScan feature for attachments within Expense. The system will automatically scan attachments and add the extracted information to the expense form, such as amount, date and currency. The system will also predict the expense type based on the attachment. Home page /expense/online-help/home section 2024-09-19T09:19:53+02:00 # Home page The **Home** page is the starting point of the claim registration in Visma.net Expense and the page that is loaded by default after you log in. The main purpose of this page is to enable creation of new claims as well as giving an overview and access to all your existing claims. To register a new claim from the **Home page**, click the button: - **Create new claim** to register travel with allowances, mileages and/or expenses More information about the different claim types and how to register can be found here: [Travel with allowance](./travel_allowance), [Mileage](./mileage) , [Expense](./expenses). In the overview, all registered claims are represented by an icon that explains the content of the claim. ![](./img/Travel.PNG) for travel with allowances ![](./img/Mileage.PNG) for mileages ![](./img/Expense.PNG) for expenses If the claim contains more than one type, for example mileages and expenses, then the icon for each type will be displayed. The icons are displayed with a number below. This number shows how many travels, mileage trips or expenses are registered in the claim. The symbols ![](./img/MileageExpense_61x38.png) indicates that the claim contains two mileage trips and three expenses. ## Claim actions From the Home page it is possible to send a claim to approval, cancel the approval flow and delete a claim by using the button at the far right hand side of the claim line. The available options depend on the claim status. ## Sorting and filtering The existing claims can be filtered and sorted so the you can easily find the claims you are looking for. The default filtering on the page is showing all states for all claims. The default ordering in the page is \"Latest updated\" and the latest updated claims are shown on top. When using ordering by date, the date used for sorting is the start date of the content of the claim, be it travel, mileage or expense. Travel with allowances /expense/online-help/home/travel_allowance page When you have been on a travel and are entitled to get allowances for this, click the button **Create new claim** from the **Home** screen to create your travel. 2025-04-29T16:01:35+02:00 # Travel with allowances When you have been on a travel and are entitled to get allowances for this, click the button **Create new claim** from the **Home** screen to create your travel. Before a travel can be registered, the mandatory **Claim information** must be 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](../../settings/company_configuration) | Optional | | Position and Organisation unit | Only available for eHRM companies (NO). | Mandatory | When the **General information** is saved, it is possible to start the travel registration. To create a new travel, click the button **Continue**. **Note:** It is only possible to create a travel with allowance when the settings for allowing allowances on travel registration is enabled by administrator. You can find this setting here (visible for administrators only): [Claim registration settings](../../settings/company_configuration) ## Travel information When adding a new travel, a popup is displayed where travel details can be entered. The options available in the popup are dependent on the country and company settings. When a new travel is initiated, the popup uses default values. | Field | Description | |----|----| | Purpose/event | Purpose or Event of the travel. | | Date an places | Travel dates can be registered by clicking the dates from the calendar and selecting the hour. Click first on the start date of the travel, select the hour, then click the end date and select the hour. The home country will be selected by default. If the travel is abroad, select a different destination by using the drop down list. | | Travel type | Depending on the company settings, daily allowance or no daily allowances can be selected for the travel. If the travel is a private stay, then no daily allowances will be calculated. | | Travel to more places | When clicking this link, a new line appears where information about the next destination can be added. | | Next | When all mandatory fields are entered, select next and the page will be saved. Section for Meals and lodging will then be opened. | | Cancel | The pop up will be closed without saving. | ## Assign cost units It is possible to assign different cost units on the allowances. Then the allowances amount will be assigned to the cost units selected. It is also possible to do a split on different cost units on different percentages by changing the percentage value to less than 100%. When clicking on the link **+Split cost unit**, a new row is added where a different cost unit can be selected. The total for all the different cost units must be 100%. ## Meals options When travel information is entered, the section for Meals and lodging will be opened. To ensure all the correct information is gathered, this sections has different fields / buttons based on rules and regulations. What is entered in this section will, together with details from the travel information, determine the allowance amount that you are entitled to get. The Meals and lodging section contains the following fields. | Field | Description | |----|----| | Set for all dates | If you select 'Set for all dates', you can choose whether the meal options should apply to all dates in the travel. | | Set per period | If you select 'Set per period', you can choose whether the meal options have different values ​​within a period/travel. | | Breakfast /Lunch / Dinner | When ‘Included in lodging’ (the meal is included in the price of your accommodation) or ‘Meal covered’ (when the employer has paid for the meals) is selected this will result in a deduction in the allowances. The deducted amount depends on the type of meal. For **Finland** and **Sweden** you have a drop down for meal options. For **Norway** and **Denmark** you have a toggle on / toggle off for meal options. Diet domestic hotel over 24 hours. Breakfast is normally included in the hotel price, and is suggested as default. The user can change the selection if necessary. It will only be standard when the travel is more than a day (24 hours) and the accommodation type is hotel. | | Lodging type| The allowance calculated depends on the selected lodging type. When Private accommodation is selected, Night allowance is checked automatically and an additional night allowance per period will be added. The lodging type Travel during night can be used to get allowances for day travels that are during night (more than 5 hours between 22:00 and 06:00). | | Night allowance| If checked, night allowance will be added to the allowances for each period where this is selected.| ## Lodging information (Only for Norwegian companies) It is mandatory to fill out lodging information for accommodation at a hotel or boarding house/room without cooking facilities. The following fields have to be filled out: - Hotel name and address The **Until date** is per default set to the end date of the period. If you have used multiple lodging, select 'Add more' and you will be able to select and add the Hotel name and address as well as the date for multiple lodging. At the bottom of the screen you will see the summary of the travel. How many breakfasts, lunches and dinners are calculated, as well as how much is calculated in the diet, how many meal deductions and the total amount for allowance. ## View details It is possible to view more detailed information when clicking on the added travel / allowance. The following information will be shown: | Field | Description | |----|----| | Taxable / Tax free | Shows taxable and tax free amount, including the currency. | | Allowance details | Shows start and end date of the travel. All allowance types of this travel including amount and currency .| | Lodging details | Shows the lodging details. | | Cost units | Shows the selected cost units. | | Project details | Only for ERP integration. | | Re-invoice to customer | Only for ERP integration. | ## Edit/delete created travel It is possible to edit or delete a travel registration by using the action buttons. To edit a travel, click on the pen symbol. The popup that appears will contain all the travel details previously saved for this travel. To delete a travel, click on the trashcan symbol. If a travel is deleted, the allowances associated with the travel are also removed. However, no mileages or expenses are removed. You will be presented with a warning that informs about this when deleting. ## Several travels in the same claim Within the same claim, it is possible to register several travels. Once a travel is saved, you are able to register another travel by clicking the **Add allowance** button. The travels can not overlap as Visma.net Expense will validate on dates and time. [Mileages](../mileage) [Expenses](../expenses) Mileage /expense/online-help/home/mileage page When you need to register driven kilometers whilst in work situation, click the button **Create new claim** from the **Home** screen to create your mileages. 2025-04-29T16:01:35+02:00 # Mileage When you need to register driven kilometers whilst in work situation, click the button **Create new claim** from the **Home** screen to create your mileages. Before a mileage can be registered, the mandatory **Claim information** must be 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](../../settings/company_configuration). | Optional | | Position and Organization unit | Only available for eHRM companies (NO). | Mandatory | When the **General information** is saved, it is possible to start the mileage registration. To create a new mileage, click the button **Add mileage**. ### GPS transactions If you have a GPS integration with an external GPS provider, the button **GPS / Employee app** will allow you to choose from using the GPS log or using mileages created in the **Visma Employee** app. When clicking on this button you will get a pop-up where it is possible to either select **GPS** or **Visma Employee**. When selecting **GPS**, a list of all imported transactions from the GPS provider will be available. The following functionalities are available for GPS transactions: - Import transactions (one or more in the same process, using the checkbox to select). - Delete transactions. - Import expenses in connection with mileage transactions (parking, toll road, ferry). - Import additional allowances (passenger, towed vehicle etc). - Edit added transactions in combination with manual entry and/or file attachment (local files or Visma Employee/Visma Attach). ### Visma Employee If you have created mileages in the mobile app **Visma Employee**, the button **GPS / Employee app** (or the button Employee app if there is no integration with an external GPS provider) will allow you to select mileages from the app. Under the tab **Visma Employee**, you will see a list of created mileages in the app. The following functionalities are available for mileages from the app: - Import transactions (one or more in the same process, using the checkbox to select). - Delete transactions. - Edit added transactions in combination with manual entry and/or file attachment. Read more [here](../../visma-employee/expense) on how to use the mobile app. ### Google maps You can use the button **Map****Map & toll** to calculate the driven kilometers. By clicking on this button, a popup will open where you can enter your route to get the distance. The entered route will also be visible on the map. You can adjust the route by using the drag and drop functionality within the map. Then a 'via address' will be added which can also be removed. It is also possible to add more destinations by clicking in the link **+Add more destinations**. The return trip option will add the same From address as a return trip. If you want the system to calculate the toll costs, you can select to enable **Include toll costs**. The calculated amount is based on some preferences. You can see what preferences have been used underneath the amount field. If you need to change these preferences, click on the cogwheel icon. Here you can select the fuel type, if it is rush hour or not, and if you have Autopass or not. The amount will be updated according to what you select here. The preferences you set here will be stored as the default preferences for next time yo want to include toll costs. All preferences and rules for calculation of road toll are not supported in Visma.net Expense, so if you need to adjust the calculated amount, this can be manually changed. Click **Use** to add the route and the calculated distance to the mileage transaction. If there is a calculated road toll cost, this will be added in the Road toll field. #### The Mileage form contains the following fields | Field | Description | |----|----| | Date | Date when the driving was done. Only dates 3 years in the past from today\'s date and 30 days ahead of today\'s date can be added. | | Vehicle | List of valid Mileage types based on what is entered in Settings/Mileage. Default type is Car or Motorcycle. | | Distance (km) | Distance driven will determine the amount calculated as it is based on rates registered in the mileage type. Several decimals are accepted but it is rounded to 1 decimal. The field is mandatory. | | Route | Start and end destinations of the mileage trip, and the route driven. The field is mandatory. | | Purpose/event | Purpose or Event of the trip. If the trip is a part of a travel claim, the field will be automatically filled with purpose details from the first registered travel. The field is mandatory. | | Purpose of detour, if any | Purpose of any detours. The field is optional. | | Vehicle number | The Vehicle registration number. The field is mandatory. | #### The Mileage form contains the following fields | Field | Description | |----|----| | Date | Date when the driving was done. Only dates 3 years in the past from today\'s date and 30 days ahead of today\'s date can be added. | | Vehicle | List of valid Mileage types based on what is entered in Settings/Mileage. Default type is Car. | | Distance (km) | Distance driven will determine the amount calculated as it is based on rates registered in the mileage type. Several decimals are accepted but it is rounded to 1 decimal. The field is mandatory. | | Route | Start and end destinations of the mileage trip, and the route driven. The field is mandatory. | | Purpose/event | Purpose or Event of the trip. If the trip is a part of a travel claim, the field will be automatically filled with purpose details from the first registered travel. The field is mandatory. | | Passenger | When adding the name of the passenger, the field Km will be available. Fill out the number of kilometers driven with the passenger. This will add additional allowance to the mileage trip. | | Odometer start | Odometer readings at the start of the trip. The field is optional. | | Odometer end | Odometer readings at the end of the trip. The field is optional. | #### The Mileage form contains the following fields | Field | Description | |----|----| | Date | Date when the driving was done. Only dates 3 years in the past from today\'s date and 30 days ahead of today\'s date can be added. | | Vehicle | List of valid Mileage types based on what is entered in Settings/Mileage. Default type is Car or Company car, free fuel (Agda PS integration) | | Distance (km) | Distance driven will determine the amount calculated as it is based on rates registered in the mileage type. Several decimals are accepted but it is rounded to 1 decimal. The field is mandatory. | | Route | Start and end destinations of the mileage trip, and the route driven. The field is mandatory. | | Purpose/event | Purpose or Event of the trip. If the trip is a part of a travel claim, the field will be automatically filled with purpose details from the first registered travel. The field is mandatory. | | Passenger | When adding the name of the passenger, the field Km will be available. Fill out the number of kilometers driven with the passenger. | | Vehicle number | The Vehicle registration number. | | Odometer start | Only for Company car, free fuel (Agda PS integration). | | Odometer end | Only for Company car, free fuel (Agda PS integration). | | Private trip | Only for Company car, free fuel (Agda PS integration). | | Fuel cost | Only for Company car, free fuel (Agda PS integration). | #### Company car, free fuel (only for Agda PS integration) When the company is integrated with Agda PS, it is possible to register **Company car, free fuel**. The company car must have been created on the user in Agda PS with a vehicle number before this mileage type will be available. The following field will be available when selecting the vehicle type **Company car, free fuel**: | Field | Description | |----|----| | Vehicle number | The vehicle number (license plate) is transferred on the car that is linked to the employee in Agda PS. The field is not editable. | | Odometer start | The field is locked when odometer value has been set in Agda PS. The field is editable when no start value has been set in Agda PS. | | Odometer end | The value is automatically entered based on the value in the field Distance (km) (Odometer start value + distance (km)). If a value is entered manually in this field, the field Distance (km) will also be updated. Value can not be less than Odometer start. | | Private trip | Transactions marked as private is used to calculate the taxable fuel benefit. | | Fuel cost | The fuel cost is used to calculate the taxable fuel benefit. | #### Tip You should register on the type **Company car, free fuel** with ascending dates because it is not possible to register on this type if there is a registration on the same type with an earlier date. #### The Mileage form contains the following fields | Field | Description | |----|----| | Date | Date when the driving was done. Only dates 3 years in the past from today\'s date and 30 days ahead of today\'s date can be added. | | Vehicle | List of valid Mileage types based on what is entered in Settings/Mileage. Default type is Car. | | Distance (km) | Distance driven will determine the amount calculated as it is based on rates registered in the mileage type. Several decimals are accepted but it is rounded to 1 decimal. The field is mandatory. | | Road toll | Road toll costs in connection with the trip. The field is optional. | | Route | Start and end destinations/address of the mileage trip, and the route driven. The field is mandatory. | | Purpose/event | Purpose or Event of the trip. If the trip is a part of a travel claim, the field will be automatically filled with purpose details from the first registered travel. The field is mandatory. | | Purpose of detour, if any | Purpose of any detours. The field is optional. | | Passenger | When adding the name of the passenger, the field Km will be available. Fill out the number of kilometers driven with the passenger. This will add additional allowance to the mileage trip. | ### Additional allowances There are different checkboxes for additional allowances depending on country and what mileage types that are activated on the company. The following additional allowances can be selected - Dog on duty - Forest or construction road - Caravan - Heavy machinery - Mobile canteen - Trailer These additional allowances are as default inactive and need to be activated in order to be selectable. The following additional allowances can be selected - Heavy load The following additional allowances can be selected - Forest or construction road - Heavy load - Towed vehicle When an additional allowance is selected on a mileage registration the number of kilometers need to be entered into the corresponding field to get the correct calculations. ## Attachments It is possible to select attachments to the trip from either local file or the mobile application Visma Employee. When using Visma Employee, no data other than the file and file name are imported. If an attachment imported from the mobile application has a purpose filled, this information will be added to the purpose field. ## Assign cost units It is possible to assign different cost units on the allowances. Then the mileage allowance amounts will be charged to the cost units selected. It is also possible to do a split on different cost units on different percentages by changing the percentage value to less than 100%. When clicking the link **+Split cost unit**, a new row is added where a different cost unit can be selected. The total for all the different cost units must be 100%. ## View details It is possible to view more detailed information when clicking on the added mileage. The following information will be shown: | Field | Description | |----|----| | Taxable / Tax free | Shows taxable and tax free amount, including the currency | | Route | Shows the full route of the trip | | Road toll | Amount for road toll if added | | Additional allowances | Visible when at least one additional allowance has been added | | Passengers | Visible when at least one passenger has been added | | Attachment | Shown as thumbnail version when added | | Car information | Vehicle number, odometer start and end | | Cost units | Shows the selected cost units | | Project details | Only for ERP integration | | Re-invoice to customer | Only for ERP integration | ## Edit / delete / copy created mileage {#edit-delete-copy-created-mileage} It is possible to edit, delete and copy a mileage registration by using the action buttons. To edit a mileage, click on the pen symbol. The popup that appears will contain all the mileage details previously saved for this mileage. It is also possible to copy the added mileage by clicking the copy icon. This will copy all added information in the fields, except from attachments. To delete a mileage, click on the trashcan symbol. If you have added attachments or GPS transactions, these will be available to use again. [Travel with allowances](../travel_allowance) [Expenses](../expenses) Expense /expense/online-help/home/expenses page 2024-12-17T10:19:41+01:00 # 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](../../settings/company_configuration). | 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, the**Expense 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](../../visma-employee/expense) 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. Note that it may be mandatory to add an attachment for some outlays. This is based on the settings for the various types determined by the company administrator. #### 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 {#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. [Travel with allowances](../travel_allowance) [Mileages](../mileage) Claim summary and claim actions /expense/online-help/home/claim_summary page View a claim summary and perform actions to the claim. 2024-07-08T10:41:07+02:00 # Claim summary and claim actions View a claim summary and perform actions to the claim. ### Claim summary In the right hand side within the claim, you can find a summary of all your registrations. You will see the total receivable amount divided by the taxable and non-taxable amount. If an expense has been marked as Paid by company, the amount for this will be shown. Also, if there are any benefits registered in the claim (like fuel benefit and meal benefit), this will also be shown here. In this claim summary, it is also possible to add a comment. This comment will be visible for the approver that receives the claim. It is also possible to upload a general document to the claim. ### Claim actions There are different actions that can be done to the claim. - **Send to approval** - This action will send the claim to the corresponding approver and you will return to the **Home** screen. - **Cancel approval flow** - This button is only available if the claim has been sent to approval, and it will cancel the approval flow and open the claim for editing again. - **Save for later** - This action will save the claim and you will return to the **Home** screen. This can only be done when claim is in edit mode (not sent for approval or approved). - **Delete claim** - This action will delete the whole claim. This can only be done when the claim is in edit mode (not sent for approval or approved). Additional services /expense/online-help/additional_services section 2024-12-09T13:31:51+01:00 # Additional services The **Additional services** page gives the user with Expense regular user role an overview of any services that can be connected to Visma.net Expense for data import. #### The following external services is shown here - E-mail integration - Visma Employee app - Credit card purchases - GPS tracker integration ##### E-mail integration If you want to use receipts or invoices you have got in your mailbox, you can send them directly to Expense by activating this service. Click on Activate and define an email address that you can use to forward email to. The system makes a suggestion for you based on your user name. Click Save when this is done. You can now send emails from your mailbox to this email address and the email will become available for you as an attachment. The email address you define here is unique per company, so if you have access to several companies you need to set this up per company with different email addresses. ##### Visma Employee app In the mobile app Visma Employee, you can take pictures of your receipts and register your mileages on the go. You can also send your claims directly to approval or save them for later use in Expense. ##### Credit card purchases If you are using a corporate credit card, it is possible to get your credit card transactions available in Expense depending on the bank. Please contact your payroll administrator to get more information about this. ##### GPS tracker providers If you are using a GPS tracking system, it is possible to get your mileage trips imported to Expense depending on the provider you are using. Please contact your payroll administrator to get more information about this. If you already have a connection with a GPS tracker system, the name of the provider will be shown. You can also remove the connection to this provider from this view. Reports /expense/online-help/reports section 2024-07-08T10:41:07+02:00 # Reports The **Reports** page is available for all users but the content is different based on what role the user has (Expense company administrator or Expense regular user). When entering the reports menu the users will see information about the reports and how they can be used. #### For users with the role Expense regular user the following report is available - Driving log #### For users with the role Expense company administrator the following reports are available - Payment - Payroll - Bookkeeping - Tax - Claim - Climate The reports presented in this page are dependent on the company workflow chosen or what integration is in use. Payment /expense/online-help/reports/payments page 2024-07-08T10:41:07+02:00 # Payment In the **Payment** menu it is possible for the administrators to create and view payment files and send files to Visma.net AutoPay providing Visma.net AutoPay is set up and activated. Payment files can be used in the following scenarios: - When Autopay workflow is used: Approved claims can be sent to Visma.net AutoPay for payment. - When Banking and Bookkeeping workflow is used in Finland: Approved claims can be transferred to a payment file, in order to manually upload it in a banking and/or bookkeeping system. ### Generate payment files Under **Generate payment files** it is possible to pay out claim to the employees' bank accounts. When opening the page the screen shows an overview of available claims in a grid. Default display will be all approved claims for all employees within a default date range (last 3 months). All approved claims that are shown are pre-selected, but it is possible to deselect the claims that are not needed. The default company IBAN is preselected and the payment date is set to today's date. It is not possible to select claims where the bank account is missing on the employee. ### Send to Visma.net AutoPay {#send-to-visma.net-autopay} When using AutoPay the selected claims are sent to Visma.net AutoPay when clicking the button **Send to AutoPay**. This button will not be available if the company IBAN is missing. A pop-up is then displayed with information about how many claims that are selected, the payment date, the company IBAN and the total amount. The user can then select to send the claim for payment to Visma.net AutoPay or cancel. The claims will then be processed by the user in Visma.net AutoPay. When the file has been paid in Visma.net AutoPay, the selected claims will be removed from this list and available under the menu **Payment files**. ### Download payment file When using the workflow **Banking and Bookkeeping** it is possible to download the selected claims by clicking the button **Download payment file**. This button will not be available if the company IBAN is missing. A pop-up is then displayed with information about how many claims that are selected, the payment date, the company IBAN and the total amount. The user can then click **Download** to download a payment file in XML format or click **Cancel**. Once the file is downloaded, the selected claims will be removed from this list and available under the menu **Payment files**. ### Payment files The **Payment files**page gives an overview of all created **Payment files** in the **Generate Payment file** page. ### Downloaded payment files The list of payment files created is shown with the following information: - Payment date for the entire payment file set in the **Generate payment file** screen, when claims were selected for the payment file. - Company IBAN from where the payment was debited. - Total amount for the claims included in the payment file. - Items to handle: Shows the admin the amount of claims in the file that need attention. These are claims that have the status **Transferred to payment**. - PDF icon: To download the Payment report. When clicking the payment file, the table is expanded with more detailed information like employee, claim, approval date and total amount. Click on **Mark all as Paid** in the column header or the link **Mark as paid** for each claim individually. Click the **OK** button to 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 for the regular user in the home page. It is also possible to cancel the claims. Click **Cancel all** in the column header or the link **Cancel** for each claim individually. Click on the **OK** button to confirm the status change and the selected claims are marked **Canceled**. After this action the claims are yet again available to be selected and transferred for payment. ### AutoPay The list of payment files sent to Visma.net AutoPay is shown with the following information: - Payment date for the entire payment file set in the **Generate payment file** screen, when claims were sent to Visma.net AutoPay. - Total amount for the claims included in the payment file. - Company IBAN from where the payment was debited. - Payment method AutoPay - Payment reference from AutoPay - PDF icon: To download the Payment report When clicking on the payment file, the table is expanded with more detailed information like employee, claim, approval date and total amount. The status on the claim is also visible but no actions can be done by the user to change this from Visma.net Expense. Payroll /expense/online-help/reports/payroll page 2024-07-08T10:41:07+02:00 # Payroll In the **Payroll** menu it is possible for the administrators to create and view payroll files. #### Payroll transfers are used to - Create payments in a separate payroll system without an integration. - In case of the Autopay and Payroll workflow, transfer tax free / taxable allowances to the payroll system for reporting to tax authorities. ### Generate payroll transfer Under **Generate payment files** it is possible to generate and download a payroll file. When opening the page the screen shows an overview of available claims in a grid. Default display will be all approved claims for all employees within a default date range (last 3 months). It is also possible to filter on the different statuses. All approved claims that are shown are pre-selected but it is possible to deselect the claims that are not needed. When claims are selected it is possible to click the button **Download payroll file**. A pop-up is displayed with following fields: - File format - select between the following: - CSV file - file name payrollTransfer.csv - Visma Nova - specific file format for Visma Nova (FI product) - Transfer date - the date selected will be presented in the payroll file as transfer date - Set status to **Transferred to Payroll** - this setting changes the status on claims included in the report/file as **Transferred to Payroll**. After the status change the claims can be found in the menu **Payroll files**. For claims with status **Paid** or **Booked**, the status can not be changed and this checkbox will be disabled. The user can click **Download** to download the payroll file in the selected format or click **Cancel**. Once the file is downloaded, the selected claims will be removed from this list and available under the menu **Payment files** - providing the status has been changed in the process. ### Payroll files The **Payroll files** page gives an overview of all created **Payroll files** in the **Generate Payroll file** page. When opening the menu, all created payroll files within the selected from and until dates will be shown, regardless of the status they have. The overview will show the creation date, the total amount of the claim and if there are items to handle. When clicking the payroll file, the table is expanded with more detailed information like employee, claim, transfer date and total amount. Click **Mark all as Paid** in the column header or the link **Mark as paid** for each claim individually. Click the **OK** button to 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 for the regular user in the home page. It is also possible to cancel the claims. Click **Cancel all** in the column header or the link **Cancel** for each claim individually. Click the **OK** button to confirm this status change and the selected claims are marked **Canceled**. After this action the claims are yet again available to be selected and transferred to payroll. Bookkeeping /expense/online-help/reports/bookkeeping page 2024-07-08T10:41:07+02:00 # Bookkeeping In the **Bookkeeping** menu it is possible for the administrators to create bookkeeping files for import to an accounting system. All claims must have status **Paid** before a bookkeeping file can be created. ### Generate bookkeeping file Under **Generate bookkeeping files** it is possible to generate and download a bookkeeping file. When opening the page the screen\*- shows an overview of available claims in a grid. Default display will be all **Paid** claims for all employees within a default date range (last 3 months). It is also possible to filter on the different statuses. All **Paid** claims that are shown are pre-selected but it is possible to deselect the claims that are not needed. When claims are selected it is possible to click on the button **Download bookkeeping file**. A pop-up is then displayed with following fields: - File format - select between the following: - Report - will result in a summary in a .pdf format. - CSV file - filename bookkeeping.csv - Visma Nova - specific file format for Visma Nove (FI product) - Bookkeeping date - the date selected will be presented in the bookkeeping file as bookkeeping date. - Set status to **Transferred to Bookkeeping** - this setting changes the status on claims included in the report/file to **Transferred to Bookkeeping**. After the status change the claims can be found in the menu **Bookkeeping files**. For claims with status **Approved** or **Booked**, the status can not be changed and this checkbox will be disabled. The checkbox is also disabled for companies using a workflow with integration to ERP. The user can click **Download** to download the bookkeeping file in the selected format or click **Cancel**. Once the file is downloaded, and status is updated, the selected claims will be removed from this list and available under the menu **Bookkeeping files** - providing the status is changed in the process. ### Bookkeeping files The **Bookkeeping files** page presents an overview of all created **Bookkeeping files** in the **Generate Bookkeeping file** page. When opening the menu, all created bookkeeping files within the selected from and until dates will be shown, regardless of the status they have. The overview will show the creation date, the total amount of the claim and if there are items to handle. When clicking a specific bookkeeping file, the table is expanded with more detailed information like employee, claim, payment date and total amount. Click **Mark all as booked** in the column header or the link **Mark as booked** for each claim individually. Click the **OK** button to confirm the status change and the selected claims are marked as **Booked** and no further action can be taken once this status is set. It is also possible to cancel the claims. Click **Cancel all** in the column header or the link **Cancel** for each claim individually. Click the **OK** button to confirm the status change and the selected claims are marked **Canceled**. After this action the claims are yet again available to be selected and transferred to bookkeeping. Claim /expense/online-help/reports/claim page 2024-07-08T10:41:07+02:00 # Claim ## Data extract The **Data extract** gives anyone with administrator access an overview of all claims entered, no matter what the status is. The extract can be used for checking claim statuses and transaction details. The report can be filtered on dates and then be downloaded to an excel/csv file where the administrator can do additional filtering. It is only possible to select a date range for maximum one year at the time. When a date range has been selected, the user needs to press the Download button to download the file. ## Driving log (admin) The **Driving log** report contains the mileages done by the employees based on what is registered in the **Mileage** page. The report contains all the mileages independent of the status of the individual claims. The company administrator have the rights to extract the report for all the company\'s employees. The following criteria can be selected: - Employee - all employees selected by default - Mileage period (dates from/until) When a criteria has been selected, the administrator needs to press the button Download file. The file will be downloaded in a csv format ## Driving log (regular user) With the **Driving log** it is possible for the employee to get an overview of registered mileages during a certain period. The report contains all the mileages independent of the status of the individual claims. The regular user can only print out driving log according to his/her own registered mileages. The user can select the mileage period when printing out the report. When a criteria has been selected, the user needs to press the button Download file. The file will be downloaded in a csv format ## Claim download With the Claim download it is possible for the company administrator to download all approved claims including attachments in a PDF format The download can be used when off-boarding or if there is a need to download claims for all or specific employees. The following are available in this report: | Field/Button | Description | |----|----| | Employees | If there is a need to download the claims for a specific employee, you can select this here. Only active employees are shown. If you select All employee, claims from all employees (including deactivated) will be downloaded | | Date (From and To) | Select a from and to date. Both fields need to be filled out. Filtering is done based on Approval date. It is only possible to select a date range for maximum one year at the time | | Generate button | This will generate a download request | When a download is requested, it will be visible in the page where you can see; - an icon showing the status on the request - the date for when the request was done - the date period for the request - the name of the employee if there was selected a specific employee Depending on the amount of claims in the request, it can take some time before the download is ready. The page will be automatically refreshed when the download is ready. When the request is completed, the status will change and you will in addition see; - the number of downloaded files - if the file contains many claims, it can be splitted into several files. The limit for 1 file is 1 GB. - when the downloaded files will be removed from the page - after 7 days, the files will be removed from the page. So if you are not able to download the files within this period, a new request has to be made. The downloaded files will be available to see in a list. If there are several files you can select to download all selected files or select specific files. The filename contains: - the name "ClaimReports" - company's organization number - the date and time for when the file was requested - the name of the user who requested the file - an additional number to separate the files if there are several The download will contain zip files with all approved claims including attachments in PDF format. Climate report /expense/online-help/reports/climate page 2025-02-12T14:48:51+01:00 # Climate report ## Activating the climate report If you have created custom made expense types in your company, you need to do some configurations before you can use the climate report. When you click on the Activate button, you need to map all expense types to a emission category for all employee groups. This is needed in order to calculate the emissions more accurately. Read more about emission categories [here.](../../../faq/whataremcc) Select a emission category from the list for each expense type. If you are having trouble finding the right group, please select one that is the most close to your expense type. The Activate button will be available when all expense types are connected to a emission category. **Note!** All default expense types are automatically connected to a emission category, so if you don't have any custom made expense types, you will not see this step. ## The climate report The climate report gives anyone with administrator access an overview of carbon emissions of approved expenses registered in Visma.net Expense. The report can be filtered by the following preset period filters: - Last 7 days - Last 30 days - This month to date - This year to date - Last year It is also possible to filter the report based on Cost unit type and Cost units. The report always shows the total number of emissions at the top of the screen in a summary. In the report itself the emissions are shown for each allowance, mileage and expense type separately. Both the summary and the report itself always show the emissions for the current period and the previous period. - Current period is the selected period in the date filter. - Previous period is the exact same period of time, but before the selected filter - Last 7 days: 7 days before the start of the selected period - Last 30 days: 30 days before the start of the selected period - This month to date: The same amount of days in the previous month - This year to date: The same amount of days in the previous year - Last year: The year before last year The report can be downloaded in an .csv format. [How does Expense calculate emissions?](../../../faq/calculateemissions) [Is the climate report up to date?](../../../faq/climatedate) Tax (Finland) /expense/online-help/reports/tax page 2025-02-12T14:48:51+01:00 # Tax (Finland) ## Automated reporting The purpose of this functionality is to send details of any reportable transactions to the National Incomes Register automatically, without the company administrator\'s input. The administrator will be able to monitor the status of the sent reports, see the cause of their rejection if rejected, and resend rejected reports. The functionality is available to all Finnish companies having configured automatic tax reporting via Visma.net AutoReport. This can only be done when using one of the following workflows: - Banking and Bookkeeping - Payment in Autopay, manual bookkeeping - Payment in AutoPay, ERP integration for bookkeeping To report income automatically, Visma.net AutoReport needs to be activated and a security certificate needs to be requested from the incomes register. It is only claims with status **Paid** that will be sent to the National Incomes Register, which means the following: - For the Banking and Bookkeeping flow claims have to manually marked as paid - For flows including Autopay, claims will be sent to the National Incomes Register as soon as they are marked as paid from Visma.net AutoPay. Besides the paid status, only claims with the following income types will be send: - Daily allowance incl. meal money (Incomes Register income type 331) - Tax-free mileage (Incomes Register income type 311) - Night allowance is not included in the report In the **Automatic reporting** page the following functionality is available: - View the paid claims along with their status regarding the transfer to National Incomes register (i.e. \'sent\', \'reported\', \'error\') - Only paid claims with income types 331 and 311 are shown. Claims that do not contain these income types are not shown at all. - Filter the claims by date - View detailed error information for failed claims in a pop-up - Resend all failed claims If any files contain errors received from Visma.net AutoReport the top of the page will contain a warning message: **Failed to send claims** **There was an error when transferring claims to the Incomes Register. You can see the error details by clicking on a row with a failed claim.** **Please resolve the specified issues and click Resend Failed to send them again** When the **Resend failed claims** button is pressed, an informative message is shown in a pop-up: **The failed claims have been resent to the national incomes register.** 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. ### Manual reporting The purpose of this functionality is for the admin to have a clear overview of employees with claims that have to be sent to the National Incomes Register. The overview contains all the data the admin needs for doing a **Manual report**to the tax authorities. The report will also be available for customers using automatic reporting to check certain claims, or report manually in unforeseen circumstances. This functionality will be available for all companies in Finland using Visma.net Expense with either one of these workflows chosen in **Company Workflow**: - Banking and Bookkeeping - Payment in Autopay, manual bookkeeping - Payment in AutoPay, ERP integration for bookkeeping When opening the **View reoirt details** page an overview of claims and employees are shown. Here the company administrator can: - See which claims are paid and need to be sent to the tax authorities. - Adjust the date filter of claims shown. - Mark claims as **Reported**. The admin can use the list of claims as their own checklist, marking claims reported when this has been done manually. Upon clicking either one of the claims shown in the grid, more information is revealed. The information shown, is the information that needs to be added in the incomes register E-service. #### The following information is shown in the pop-up - Status badge: Shows the status of the claim (reported or not reported) - First name and last name of the employee - Personal Identification Number: The SSID of the employee - Payment period: Start date and end date of the claim - Payment date: Paid date of the claim - Taxable payments (income types): The income type(s) registered in this claim - Amount: The amount per income type in Euros - Mark as reported: Only available when the manual reporting workflow is in use and for claims with status **Paid**, **Error** or **Cannot generate**. - Close: Closes the pop-up Settings /expense/online-help/settings section 2024-12-09T13:31:51+01:00 # Settings The **Settings** page is available for users with the role Expense company administrator. The purpose is to maintain different settings in Visma.net Expense. When entering the **Settings** menu, a start page is shown. The start page contains brief descriptions of what maintenance can be done in this area. The following menus are available: - **Types** - Daily allowances - Abroad destinations - Mileage - Expenses - Other - **Company configuration** - General ledger accounts - Pay codes - VAT configuration - Claim registration settings - Workflow - Terminate claim registration - Company bank accounts - Integration user - **Cost units** - **Employees and groups** - Employees - Groups - **Integrations** Company Configuration Wizard /expense/online-help/settings/company_configuration_wizard page 2024-08-07T11:22:23+03:00 # Company Configuration Wizard When setting up a new company, the company administrator will be presented with a wizard upon the initial access to the company. The wizard will guide the administrator to select the most important settings for the company to be able to work with Visma.net Expense. The administrator can either select default settings or make adjustments. The following steps are available: 1. **Welcome step** The welcome step is just presenting an explanatory text to inform the admin on the purpose of the wizard. 2. **Company workflow settings** In this step the company administrator can select what workflows should be used, and subsequently what flow a claim has from beginning to end. Please follow this link to read more about [Workflow](../company_configuration). 3. **Claim registration settings** In this page the Company administrator will be able to turn on and off different functionality for the user that will be default when registering claims. Please follow this link to read more about [Claim registration settings](../company_configuration). 4. **Climate reporting** In this step, it is possible to activate a feature for climate reporting. This will add a report where it will be possible to see calculated carbon emissions from travel and expense activities of employees. Any choices made in this setup can later be changed in [Settings page](../company_configuration). Types /expense/online-help/settings/types page In the menu Types the administrator can view, update and create different types to be used to add expenses and mileages or calculate allowances in claim registration. 2025-02-12T14:48:51+01:00 # Types In the menu Types the administrator can view, update and create different types to be used to add expenses and mileages or calculate allowances in claim registration. - Daily allowance - Abroad destinations - Mileage - Expenses - Other ### Daily allowance Visma.net Expense provides the official **Daily Allowance types** and the respective official rates. These rates are specific for each country, and they are updated by Visma.net Expense according to regulations. The official **Daily Allowance types** are used in travel registration and calculations. Some **Daily Allowance types** can be deactivated or updated by the company administrator. Each **Daily Allowance type**, both domestic and abroad, can be connected to pay codes and accounts. The types have a set of tax free and taxable pay codes and also a set of tax free and taxable accounts. The types are automatically connected to the incomes register codes, but the codes can currently not be seen on the types. The abroad daily allowance types are linked to the abroad destinations configuration menu. It is possible to set company specific rates for specific date ranges on all existing types that will override the official rate. #### Follow the next steps in order to set a company rate for daily allowance types 1. Select the relevant daily allowance type by clicking it. Whether the official rate is active or a company rate is already defined, you can add or update the company rate. 2. Click the button **Add rate**. 3. Fill in a **Valid from** date. **Valid until** can be left open or filled if the rate is limited in time. 4. In the field **Company rate**, add the new company rate for this type. 5. Click the button **Save** to save and close the dialogue or the![](./img/green_circle.jpg) to save the line. To cancel the registration, click ![](./img/red_circle.jpg). The new company rate for the daily allowance type is used when registering a new travel with this type within the set date range. This new company rate will also be used to calculate the payable amount for this particular daily allowance type. If the company rate is higher than the official rate, the difference will be taxable. The changes done in the Daily allowance configuration will not affect the previously registered or approved travel claims. When a travel claim using this particular daily allowance type is edited, the calculations will be updated. ### Abroad destinations Visma.net Expense provides the official rates for abroad destinations. These rates are specific for each country, and they are updated by Visma.net Expense according to regulations. The official abroad destinations and their respective rates are used in abroad travel registration and calculations. The abroad destinations types cannot be deactivated. It is possible to set company specific rates for specific date ranges on all existing types that will override the official rate. #### To set a company rate for abroad destinations 1. Select the relevant destination by clicking it. Whether the official rate is active or a company rate is already defined, you can add or update the company rate. 2. Click the button **Add rate**. 3. Fill in a **Valid from** date. **Valid until** can be left open or filled if the rate is limited in time. 4. In the field **Company rate**, add the new company rate for this type 5. Click the button **Save** to save and close the dialogue or the![](./img/green_circle.jpg) to save the line. To cancel the registration, click ![](./img/red_circle.jpg). The company rate is used when registering new abroad travels, using this particular abroad destination within the set date range. The changes done in Abroad destinations configuration will not affect the previously registered travel claims or approved claims. When a travel claim using this particular destination is edited, the calculations will be updated. ### Mileage Visma.net Expense provides as default all the official mileage types and their official rates. The official mileage types use the official tax free rate (and union rates for Norway), and Visma.net Expense keeps these rates updated. Each company can register their own rate for the types. When a company rate is registered, this rate will be used as the payable rate per kilometer, when the employee registers a claim with this mileage type. If the rate is higher than the official rate, Visma.net Expense will calculate the payable amount and split this in tax free and taxable amount, using the official tax free rate. The same applies for Union rates in Norway. The Company administrator has the option to create new mileage types. For instance **Bicycle** or **Walk on foot**. If admin adds own mileage types, they are not included in tax reporting. (In such case own types should not be created). #### To create a new mileage type Click the button **Add mileage** and enter the following: 1. Name - this will be displayed when registering mileages. 2. Active - the active or inactive status of the mileage type. Default is active. 3. Click **Add rate** to fill in the company rate, in addition to **Valid from** and **Valid to** dates. The rate will be used in calculations and as this is a new company type and it has no official tax free rate, it will be taxable. 4. Under the **Payroll-bookkeeping** tab you can select tax free and taxable accounts and/or tax free and taxable pay codes for the selected mileage type. These accounts/pay codes will be transferred to the payroll system or an accounting system. 5. Click **Save** to save the new mileage type. 6. It is also possible to delete unused **Mileage types** that have been created by the administrator. When selecting a custom made **Mileage type**, the button **Delete type** will be available. All **Mileage types**, both default and custom made, can be updated. For example add a new company rate that will be used instead of the official rate, change or add accounts / pay codes or deactivate / activate a mileage type. The main mileage types may have additional types connected, to ensure it is possible to register all the eligible allowances. Examples of these additional types are **Passenger**, **Heavy Load**,**Forest roads** etc. ### Expenses Visma.net Expense provides a default list of country specific expense types, which can be used for expense registration. The list of default expense types are related to different travel expense categories like accommodation, train tickets, meals, and other expenses like office equipment and telephone. The company administrator can create new types if needed, or deactivate some of the default types that shall not be available in expense registration. #### To create a new expense type Click the button **Add type** and fill out the following: 1. Name - this will be displayed when registering an expense. 2. Active - the active or inactive status of the expense type, default is active. 3. Mandatory attachment - to be used if you want an attachment to be mandatory for this expense. 4. Fixed price - when selecting **Fixed price** and a **Unit price**, the user will instead of the amount enter the quantity of that type. 5. Emission category - for calculating CO2 emissions (only when climate reporting is activated). 6. Under the **Payroll-bookkeeping** tab you can select domestic and abroad accounts and/or domestic and abroad pay codes for the selected expense type. These accounts/pay codes will be transferred to the payroll system or an accounting system. 7. Click **Save** to save the new expense type. It is also possible to delete unused **Expense types** that have been created by the administrator. When selecting a custom made **Expense type**, the button **Delete type** will be available. All **Expense types**, both default and custom made, can be updated. For example change or add accounts / pay codes or deactivate / activate an expense type. #### Expense types for climate reporting When climate reporting has been activated, an emission category must be connected to all expense types. An emission category is used to calculate estimated carbon output of expenses based on average output data. All default expense types are automatically connected to an emission category and these cannot be changed. For all custom made expense types, you can decide to connect to an MCC group or not. #### Road toll in Mileage page The expense type Road toll is also available for registration in the **Mileage page**. This is to allow users to register road toll costs in connection with their mileages. The expense type Road toll is for that reason activated by default, but can be deactivated. Own types for road toll can therefor only be registered as an expense on the Expense page. ### Representation type (Sweden) According to the rules for representation that took effect January 1, 2017, it is possible to lift all VAT on amounts up to 300 SEK per person excluding VAT. If the representation is done for more than 300 SEK per person excluding VAT, a fixed amount ("schablon") is used. It is only the VAT that is deductible. The administrator needs to set up two different representation types (perhaps more if the company separates the internal and external representation), one for receipts of maximum SEK 300 per person and one for receipts more than 300 SEK per person. The only difference between these two is the amount that is specified in the box for Fixed VAT Amount. On the type with max 300 SEK per person, the value will be 75 SEK (maximum amount that can be drawn at 25% VAT). On the type for more than SEK 300 per person, use the value 46 SEK. The value in the box for Deductible amount should be 0. It is important that the employee selects the correct type of representation excluding VAT and that they indicate the correct tax amount from the receipt at the registration of the representation. ### VAT handling The types have a set of VAT codes for expenses domestic and abroad to calculate the correct VAT amount. The VAT codes can be mapped to the types under the tab **Payroll-Bookkeeping**. The VAT codes are created under the menu **VAT configuration**. #### File export and import of expense types With this feature it is possible to export and import the **Expense types**. The buttons **File import** and **File export** can be found at the bottom right of the **Expense types** page When clicking the **File export** button a file containing the existing expense types and its related accounts, pay codes and VAT codes (only for Finland and Sweden) will be exported in a .csv format, regardless of status (active / inactive). The file will contain correct headers and columns based on country/company and the content will be presented in the default language of the user. When clicking the **File import** button it is possible to select a .csv file to import. The file must contain the following data structure: | Column name | Mandatory / Editable | Comment | |----|----|----| | Code | Yes / No | If blank, Expense will consider this a new type to be created | | Name | Yes / No | Only editable for company specific expense types | | Active | Yes / Yes |   | | Domestic account credit | No / Yes |   | | Domestic account debit | No / Yes |   | | Abroad account credit | No / Yes |   | | Abroad account debit | No / Yes |   | | Domestic pay code | No / Yes |   | | Abroad pay code | No / Yes |   | | Domestic VAT | No / Yes | Only available in Finland and Sweden | | Abroad VAT | No / Yes | Only available in Finland and Sweden | #### Example ```csv Code;Name;Active;Domestic Account Credit;Domestic Account Debit;Abroad Account Credit;Abroad Account Debit;Domestic Paycode;Abroad Paycode ;Overtime meal;TRUE;;;;;300;300 ``` File example: [Expense types](./ExpenseTypesExample.csv) ### Other This page shall be used to view and update special types not covered in the other types. #### Paid by company The company administrator can activate and use the type **Paid by company**. When this type is activated, users can mark the checkbox **Paid by company** when registering expenses. This means that the amount will not be paid out to the employee, but it can still be included in payroll / bookkeeping transfer. It is also possible to activate this option to be used only at group level. Read more about [Groups](../employees_and_groups). #### Meal benefit / Fuel benefit (Sweden) If a meal was covered by the company, the employee must be taxed for this benefit. In order for this type to be used and calculated, the company administrator will have to activate the type for **Meal benefit** first. Under the tab **Payroll-Bookkeeping**, accounts and pay codes that should be used for reporting these benefits must be added. By activating the type **Fuel benefit** - benefits can be calculated automatically when private driving is done on the type **Company car, free fuel**. Under the tab **Payroll-Bookkeeping**, accounts and pay codes that should be used for reporting fuel benefits must be added. Company configuration /expense/online-help/settings/company_configuration page 2025-02-12T14:48:51+01:00 # Company configuration The **Company configuration** section in**Settings** page contains the following menus: - General ledger accounts - Pay codes - VAT configuration - Claim registration settings - Workflow - Cost units - Terminate claim registration - Company bank accounts - Tax settings - Integration user The menus may differ depending on country, integrations and company workflow. ### General ledger accounts The **General ledger accounts** can be used by companies that need to transfer data from Visma.net Expense to an ERP system. They can be created and/or edited by the Company administrator, or imported from either a payroll system or an ERP system if an integration is set up. The purpose is to map the correct debit and credit accounts to the types (expenses, daily allowances and mileages) in Visma.net Expense. When mapped these can be extracted for manual or automatic updates in an accounting system and/or payroll system. #### To create a new General ledger account Click the button **Add account** and fill out the following: 1. Name - the name of the account 2. Number - the unique number of the account. 3. Active checkbox - to indicate if the **General Ledger Account**is active or inactive. 4. Click **Save** to save the new account. It is also possible to delete the account when it is created in Visma.net Expense. If it is not possible to create or edit **General Ledger accounts** in Visma.net Expense, this means that the company is integrated with a payroll- or accounting system. General ledger accounts shall then be maintained in the integrated system. ### Pay codes The **Pay codes** are mainly used by companies that need to transfer data from Visma.net Expense to their payroll system. They can be created and/or edited manually by the Company administrator, or imported from the payroll system if an integration is set up. The purpose is to map the correct pay codes to the different types (expenses, daily allowances and mileages) in Visma.net Expense. When mapped the transactions can be extracted for manual or automatic updates in the payroll system. This can be done either for paying out the amounts on the claim or for reporting via a payroll system to the tax authorities, or both. #### To add a new pay code manually Click the button **Add pay code** and fill out the following: 1. Name - the name of the pay code 2. Pay code - the unique number of the pay code 3. Active checkbox - To indicate if the pay code is active or inactive 4. Click **Save** to save the new pay code It is also possible to delete a pay code when it is created manually in Visma.net Expense. If it is not possible to create or edit **Pay codes** in Visma.net Expense, this means that the company is integrated with a payroll system. Pay codes must then be maintained in the integrated system. ### VAT configuration The Company administrator can define the VAT codes that are needed for the company in this menu. The VAT codes can either be created manually or they can be transferred from an integrated system that can send these. #### To create a new VAT code Click the button **Add VAT** and fill out the following: 1. Name - the name of the **VAT code** 2. Code - the unique number of the **VAT code** 3. Percentage - select one of the default values or enter a **Custom value** 4. Active checkbox - To indicate if the**VAT code** is active or inactive 5. Debit account - The general ledger account where the debit amount should be booked 6. Credit account - The general ledger account where the credit amount should be booked 7. Pay code - The pay code of where the VAT amount should be booked (for payroll) 8. Click **Save** to save the new **VAT code** Registered and active VAT codes can now be connected to expense types. The VAT codes will be included whenever transactions are sent to a Payroll or/and an ERP system, either based on manual file extracts or via an integration. Registered and active**VAT codes** can be connected to expense types. In claim registration, an expense with a connected **VAT code** will have the VAT calculated based on the percentage set on the code. The calculated amounts, including the accounts, can be viewed in the claim report, and will be included whenever transactions are sent to an ERP system, either based on manual file extracts or via an integration. The VAT amount is calculated only if the Net amount handling is selected in **Company workflow** (valid with workflow **Banking and Bookkeeping**). The calculated VAT amounts are then visible in the expense registration and can be viewed in the claim report. The VAT amount is always calculated and booked separately as long as expense types have VAT codes connected and ledger accounts and pay codes are assigned to expense types and VAT codes. ### Claim registration settings In this page the Company administrator can turn on or off different functionalities for the user. When setting up a new company, the company administrator can select the default option for claim registration settings, and later change these in this page. The following areas are available (these are dependent on country): - **Cost units** For the cost units options it is possible to select if the cost units are visible or not, and editable or not on claim registration for employees. It is also possible to allow employees to allocate different cost units on their claims, by activating or deactivating the cost unit allocation functionality. For each of the alternatives a help text will be provided in order to support the administrator making the right choice for the company. - **Daily allowances** For the daily allowances options it is possible to select if these are calculated or not and editable or not for the employees when they register their travels. For each of the alternatives a help text will be provided in order to support the administrator making the right choice for the company. - **VAT settings** The VAT settings are only available for Swedish and Finnish companies and the alternatives will differ depending on the country. There are 2 sets of VAT settings, for domestic and abroad expenses. The effect and settings are the same for both domestic and abroad expenses. Please note that settings can differ between Domestic and Abroad VAT, and the employee use of the check box **Expense Abroad** is what determines what setting will take effect for the registered Expense. There is only 1 set of VAT settings that is general for domestic and abroad expenses Alternatives: - When the **Show VAT amount on expense registration** check-box is not selected, the VAT amount will not be shown to the employee but the VAT will be calculated and added to the claim. - When the **Show VAT amount on expense registration** check-box is selected, the VAT amount is also shown on claim registration, when employees register their expenses. - When the VAT amount is shown on claim registration and the **Allow employees to change VAT amount on expense registration** check-box is selected, the employees will be able to edit the VAT amount calculated by the system. - When the VAT amount is shown on claim registration and the **Allow employees to change VAT amount on expense registration** check-box is not selected, the employees will not be able to edit the VAT amount calculated by the system. - **Customer re-invoicing** Customer re-invoicing settings will only be available for companies with a workflow including an ERP integration. The following alternatives are visible: - When **Allow re-invoice to customers on claim registration** checkbox is not selected, the employees can not re-invoice a claim - When **Allow re-invoice to customers on claim registration** checkbox is selected the employees can re-invoice a claim (or a transaction) to a selected customer. - **Breakfast settings** This setting will make it possible to decide whether the breakfast included for accommodation expenses should be mandatory or not for the users. ### Workflow In this page the company administrator can select what workflows should be used, and subsequently what flow a claim has from beginning to end. #### Company workflow The following workflow alternatives are available: | Workflow | Result | Country | |----|----|----| | Payment in payroll, manual bookkeeping | A payroll file can be generated to handle the approved claims. In addition a bookkeeping file can be generated for reference or import to a bookkeeping system. Pay codes need to be added and general ledger accounts are recommended to support this selection. | NO, SE, DK | | Payment in payroll, ERP integration for re-invoice/bookkeeping | When claims are approved, they will be available for transfer to the ERP systems for re-invoice and/or bookkeeping. A payroll file can be generated to transfer the claims to a payroll system for payment. Pay codes and general ledger accounts need to be added to support this selection. | NO, SE, DK | | Payment in AutoPay, ERP integration for bookkeeping, tax report through payroll | A payment transfer to AutoPay can be generated - to initiate the payment of claims. Paid claims are available for transfer to the ERP system for re-invoice and/or bookkeeping. A payroll report can be generated to report the allowances/mileages via the payroll system. Bank accounts, general ledger accounts and pay codes needs to be set up to support the flow. | NO, SE | | Payment in AutoPay, manual bookkeeping, tax report through payroll | A payment transfer to AutoPay can be generated - to initiate the payment of claims. Paid claims can be included in bookkeeping files that can be generated for reference and/or import to a bookkeeping system. A payroll report can be generated to report the allowances/mileages via the payroll system. Bank accounts need to be set up, general ledger accounts and pay codes are recommended to support this flow. | NO, SE | | Banking and bookkeeping | A banking payment file can be generated for the approved claims. In addition a bookkeeping file can be generated for reference or import to a bookkeeping system. Tax reporting is needed and activated if this option is selected, the way tax reporting done can be chosen below. Bank accounts needs to be set up and general ledger accounts are recommended to support the flow. | FI | | Payment in payroll | A payroll file can be generated to handle the approved claims. Pay codes need to be added to support this selection. | FI | | Payment in AutoPay, manual bookkeeping | A payment transfer to AutoPay can be generated - to initiate the payment of claims. Paid claims can be included in bookkeeping files that can be generated for reference and/or import to a bookkeeping system. Tax reporting is needed and activated if this option is selected, the way tax reporting done can be chosen below. Bank accounts needs to be set up and general ledger accounts are recommended to support the flow. | FI | | Payment in AutoPay, ERP integration for bookkeeping | A payment transfer to AutoPay can be generated - to initiate the payment of claims. Paid claims will be automatically included in bookkeeping files and transferred to the integrated ERP system. Tax reporting is needed and activated if this option is selected, the way tax reporting done can be chosen below. Bank accounts and general ledger accounts needs to be set up to support the flow. | FI | ### Change of workflow It is possible to change the workflow from one to another that is valid for the country. 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** (whichever is last for the current flow). If there are claims with states between Approved and the last state for the flow, the other options will be disabled and a warning will be displayed above the selection. ### VAT information When flows **Banking and Bookkeeping**, **Payment in AutoPay, manual bookkeeping** or **Payment in AutoPay, ERP integration for bookkeeping** are selected, the following alternatives are available for the VAT settings: - Gross amount shown, VAT amount not calculated, or booked separately - Net amount, VAT amount calculated and booked separately The following alternatives are available: | Selection | Result | |----|----| | Gross amount shown, VAT amount not calculated, or booked separately | Gross amount handling of VAT means the VAT amount is not calculated or booked separately. The VAT codes can be defined and assigned to expense types, but it will not be possible to assign general ledger accounts for VAT codes. VAT amount will not appear on expense registration or in reports. There are no options available related to VAT settings under Claim registration settings. | | Net amount, VAT amount calculated and booked separately | Net amount handling of VAT means the VAT amount is calculated and booked separately. The VAT codes can be defined and assigned to expense types. It is also possible to connect general ledger accounts for VAT codes. VAT amount will appear in reports and it is possible to select VAT amount to show on expense registration as well. | ### Tax reporting In this page it is possible to select how the company should send the claims to the National Incomes register. The alternatives are: - **Automatic via Visma.net AutoReport** All paid claims will automatically be sent to the National Incomes Register. The claim status can be monitored in the **Tax file transfer** menu in the reports section. Please be aware that a security certificate is required from the tax authorities. It can be obtained from Visma.net AutoReport. This alternative will only be available when the company has an active license for Visma.net AutoReport. - **Manual via online form in KATRE E-service** All paid claims will be available in this report. It can be used to manually report taxes in the E-service provided by the tax authorities ### Cost units Cost units are designed to give the customers an ability to register costs to different entities without setting up several companies. By using cost units, costs can be registered and reported to for instance different projects, cost centres, departments etc. The **Cost unit** configuration consist of two different areas: - Cost unit type - Cost unit ### Cost unit type A cost unit type can for example be **Department** or **Project**, and all the different departments and projects will be listed under this type. Cost unit types can be imported from another system integrated with Visma.net Expense or created manually. #### To manually add a cost unit type Click the button **Add cost unit type** and fill out the following: 1. Name- the name of the cost unit type 2. Level - indicates the level the cost unit type has 3. Checkbox **Allow cost units from Department to be used in claim registration**: indicates if the cost unit type should be available in claim registration or not. 4. Click **Save** to save the new cost unit type It is not possible to add, edit or delete cost unit types if the company has an integration with another payroll/ERP system. ### Cost units When a cost unit type is created, the different cost unit values can be created related to each type. There is no limit to how many cost units can be registered to each type. Cost units can be imported from another system integrated with Visma.net Expense or created manually. #### To manually add a cost unit Select a cost unit type, click the button **Add cost unit** and fill out the following: 1. Name - the name of the cost unit 2. Code - the code of the cost unit 3. Valid from - the date from which the cost unit is valid 4. Valid to - the date that the cost unit is valid to (includes the entered date) 5. Active checkbox - indicates if the cost unit is active or not 6. Click **Save** to save the new cost unit It is not possible to add, edit or delete cost units if the company has an integration with another payroll/ERP system. ### Disable claim registration It is possible for the customer administrator to disable claim registration on the company. When the checkbox for **Disable claim registration** is selected, a **From date** has to be added. After the selected date it is not possible for the employees to register claims or send claims to approval. Employees will still have access to log in and see claim history. You will be able to activate it again later if needed. When the checkbox for **Disable claim registration** is not selected, all employees can register claims. ### Company bank accounts The **Company bank accounts** are used for generating payment files in reporting, and can be registered and/or updated by the company administrator. This is only used for companies using a workflow that includes AutoPay or for customers using the workflow **Banking and bookkeeping**. When clicking the **Add** button or selecting an existing bank account, a pop-up opens with the following fields: | Field | Description | |----|----| | Default bank account | Checkbox to indicate which bank account is the default. | | Account number | When a bank account is entered first, the IBAN and BIC are updated automatically. Will be updated automatically when the IBAN is entered first. The automatic update is based on an integration with AutoPay. | | BIC | Gets filled automatically when either the bank account or IBAN is entered. The automatic update is based on an integration with AutoPay. | | IBAN | When entered first, bank account and BIC will be automatically updated. Will be updated automatically when the bank account is entered first. The automatic update is based on an integration with AutoPay. | | Bank agreement ID | An alphanumeric entry. | | Valid from | Used to determine if the entered bank account is available for Payment files. | | Valid until | Used to determine if the entered bank account is available for Payment files. | ### Tax settings This page enables the company administrator to register all mandatory data needed when doing income reporting to the Finnish tax authorities. This functionality will be available for all companies in Finland using any of these workflows: - Banking and Bookkeeping - Payment in Autopay, manual bookkeeping - Payment in AutoPay, ERP integration for bookkeeping In addition to the above, the automatic workflow for tax reporting must be selected. #### The page contains the following fields | Field | Description | |----|----| | Business ID record creator | Gives the admin the option to choose between current company from ODP, fill in a manual Business ID, or select an option without a Finnish business ID. | | Current company | The name and the organizational ID from ODP are shown. This is the default option. | | Other | Editable only when \'Other\' is chosen as the \'Business ID Record creator\'. Otherwise disabled. | | Foreign company (without Finnish business ID) | Enables the second section (Foreign business ID). | | Contact person | This information will be used if the tax authorities have questions about the tax filings and need to contact the person responsible for the tax reporting. The email will also be used if there are problems sending the tax information to the national incomes register. All fields are mandatory. | ### Integration user The Integration user is used for integrations through web service with other systems. The company administrator can generate an integration user for the company by entering a password. The user name is then generated automatically. The password requirement for the integration user is one upper character, one lower character, one digit, one special sign, no spaces and at least 20 characters. Employees & groups /expense/online-help/settings/employees_and_groups page 2024-07-08T10:41:07+02:00 # Employees & groups The **Employees & groups** section in **Settings** page contains the following pages: - Employees - Groups ## Employees A Visma.net Expense user must have an employee in order to get access and create claims. Employee information can be imported from a payroll system, by an import file (.csv) or registered manually. To create a new employee manually, click the button **Add employee** and fill out the following under the tab **General**: | Field | Description | Mandatory yes/no | |----|----|----| | Active checkbox | Activate/deactivate employees access |   | | Employee ID | The employee ID used in the payroll system | Yes | | First name | The employee's first name | Yes | | Middle name | The employee's middle name | No | | Last name | The employee's last name | Yes | | E-mail address | The employee's email address | Yes | | Social security number | The employee's security number | Yes | | Group | Available when a company group or more have been created under menu Settings - Employees & Groups - Groups | No | | Address 1 | Street address of the employee | No | | Address 2 | Post box address of the employee | No | | Zip code | Zip code of the employee | No | | City | City/Town of the employee | No | | Country | Country of the employee |   | There is also a second tab on the employee called **Additional information** where you can fill out the following: | Field | Description | Mandatory yes/no | |----|----|----| | Bank account | Bank account for the employee, used only when paying via Bank or using AutoPay | Yes if workflow = Bank and bookkeeping or AutoPay is set up | | IBAN account | The international bank account number. Automatically completed if the bank account is entered. | Yes if workflow = Bank and bookkeeping or AutoPay is set up | | BIC | The bank identifier code of the entered bank account. | No | | Default cost units | Select default cost unit(s) to which the employee belongs. The connection to a cost unit set up in the employee configuration will be used as default cost unit in claim registration, and may be used to decide who can approve the claim | No | | Initial mileage | The employee's initial mileage - this will the foundation for threshold calculations within the calendar year | No | The tab **Position** is only available when employment message is used in integrations (eHRM and Visma.net Payroll). Will contain the following: | Field | Description | Mandatory yes/no | |----|----|----| | Name/number of position | In Employee Management this is just a number, in the other integrations (eHRM) there is a name added | N/A | | Employee ID | The employee ID | Read only field | | Work time | The employee's work time percentage | Read only field | | Valid from | The employee's position valid from date | Read only field | | Valid to | The employee's position valid to date | Read only field | | Organization unit | The employee's organization unit (only for eHRM integration) | Read only field | | Description | Description of the position | Read only field | | Employment type | Employment type | Read only field | Click **Save** to save the employee. The employees will receive an activation email as soon as they are transferred from a payroll system or after they are saved when creating manually. So it is recommended that all settings in Visma.net Expense are done before transferring or creating employees. ### Import employee from file Import of employees allows the company administrator to import employee data from a CSV-file. The file must contain mandatory data elements according to a specified format. In order to import employee data, the following steps must be done: 1. Press the **File import** button under the list of employees. 2. Browse to locate the CSV file that shall be imported (or drag and drop it to the pop-up). 3. After the file is selected the import will start, this is indicated by a progress bar displaying the percentage of the records completed. 4. When the import is completed, the result is presented. It contains the number of records correctly imported. If some records could not be imported, the row id and reason is displayed. 5. The employees are now available in the employee list. ### File format of the CSV file The column data must be separated by semicolon (;) | Column name | Description | Data type/format | Mandatory (Y/N) | |----|----|----|----| | Code | The unique employee number | Alpha-numeric | Y | | Active | Indicator if the employee is active or not | Boolean (TRUE/FALSE) | N/A | | Visma.net email | The unique used ID in Visma.net. | Email address format | Y | | First name | First name of employee | Alpha-numeric | Y | | Middle name | Middle name of employee | Alpha-numeric | N | | Last name | Last name of employee | Alpha-numeric | Y | | SSN | Social security number | Alpha-numeric | Y | | Address1 | Address field 1 | Alpha-numeric | N | | Address2 | Address field 2 | Alpha-numeric | N | | Zip code | Zip code fields | Alpha-numeric | N | | City | City field | Alpha-numeric | N | | Country | Country field | Alpha-numeric | N | | Initial mileage | The initial mileage for the driven kilometer (only for DK companies, can be removed for NO companies) | Numeric | N | | Bank account | Bank account number | Numeric | N | | IBAN | IBAN number | Alpha-numeric | N | | BIC | BIC number | Alpha-numeric | N | | Payment Type | The employment type | Alpha-numeric | Y | | Level of cost unit type | In the following rows the codes for cost units under the specified cost unit type are added. Header contain cost unit types (1;2) while rows contains cost unit numbers | Numeric/Alpha-numeric | N | #### File example - [Employee import NO/DK](./EmployeeImportNO_DK.csv) - [Employee import FI](./EmployeeImportFI.csv) - [Employee import SE](./EmployeeImportSE.csv) ### Delete employee It is possible to delete an employee even if the employee has claims registered. This is according to GDPR regulations. When selecting one of the employees from the list, a **Delete** button is available. This also applies for companies with integration to other systems, but then the deletion has to be done from the integrated system. ### Groups The company administrator can create groups of employees where each group can have its own settings and rates. For example one group of employees shall have another rate for the type Car or that only one group of employees shall be allowed to get daily allowances when registering travels. ### To add a new group 1. Click the button **Add group** and fill out the following a. Name - The name of the group b. Code - The code/number of the group c. Active checkbox - To indicate if the group is active or inactive d. Click **Save** to save the new group #### When the group is created, it can be added to the employees. {#when-the-group-is-created-it-can-be-added-to-the-employees.} 1. Go to **Settings** - **Employees & Groups** - **Employees** and select one of the employees from the list. 2. Under the tab **General** and the field **Group**, select the correct group. 3. Click **Save** to save the changes. When the group has been added to the employee(s), the specific settings for the group can be set. ### Example 1 - Different rate on the mileage type Car for a specific group #### To add a different rate for the specific group 1. Go to **Settings** - **Types** - **Mileages** 2. Click the filter for the specific group - presented above the list of types 3. Select the type **Car** 4. Add the rate in the column **Company rate** and save the row by clicking the green check mark symbol 5. Save the type by clicking the **Save** button. The employees connected to this group will now get the added company rate when registering mileages on this type in the claim. ### Example 2 - Disallow daily allowance calculation for a specific group #### To change the setting for allowing calculation of daily allowance 1. Go to **Settings** - **Company configuration** - **Claim registration settings** 2. Click the filter for the specific group at the top of the page 3. The checkboxes for allowing daily allowance calculation can then be turned off The employees connected to this group will as a result not get daily allowance calculated when registering travels in the claims. Integrations /expense/online-help/settings/integrations page 2024-12-17T10:19:41+01:00 # Integrations The **Integrations** page provides an overview of available integrations you can use together with Expense. Some integrations can be directly activated from this page. Available integrations to activate from Expense is: - Nordea First Card (via OpenCard) ### Integration with Nordea First Card (via OpenCard) If you are using an existing integration with Nordea First Card, you can also start getting the credit card transactions in real-time. This means that directly after making a purchase with your credit card, it will be available to use right away in Expense. Under the menu **Add integration** in the left menu you can find information about the integration and the pricing by clicking the button **Info and pricing**. When you are ready to get started, you click the button **Set-up**. The following fields need to be filled out: | Field | Description |----|---- | Company name | Name of the company. This is automatically filled out | Organization number | Organization number of the company. This is automatically filled out | Email invoice | Email that should be used as receiver for invoice | Invoice reference | Optional field to enter an invoice reference | Card with corporate liability (invoice sent to the company) | Automatically checked but can be unchecked if not used | Card with private liability (invoice sent to the employee) | Automatically checked but can be unchecked if not used | Transaction Processing agreement (TPA) | This is where you fill out which persons (email addresses) that should sign the agreement (TPA). Several email addresses can be entered, separated by comma. | Signatory lookup | This will open a modal with suggested authorized persons in the company that can be the signatories (Norway: look-up from Brønnøysundsregisteret) | Activate | When all fields are filled out, the Activate button gets enabled When the integration has been activated, the agreement (TPA) is sent to the authorized persons that were provided in the setup. The agreement (TPA) must be signed before the transactions can be sent to Expense. #### Cardholders You can already now, when awaiting the signing, start adding the cardholders. All employees that have a Nordea company card and wants to receive the transactions in Expense must be added here. To add an employee, click in the dropdown list under the column Employee ID. Then select the employee from the list. It is only possible to add one employee at a time. The employee is then added to the list and an agreement (PDPC) is sent to the email address that the employee agree. The following columns are shown in the list: | Column | Description |----|---- | Employee ID | Employee ID as registered in Expense | First name | Employees first name | Last name | Employees last name | Email address | Employees email address | Status | Status of the PDPC agreement, if the employee has signed this or not | Actions | Re-send: Re-sends the invitation where the user can activate a card. Delete: Deactivates the integration for this particular employee When the company TPA is signed, the integration status will change to Integration active. And when the employees have been activated as card holders, they will start receiving transactions in Expense. **Note!** Users are getting the transactions in real-time and a claim including these type of transactions can be sent to approval. However, it can happen that a transaction is changed upon clearing by the bank. To avoid mismatch of amount, the claim is then sent to a **on hold** status, and first when Expense gets the cleared transaction from the bank (normally within a few days) the claim is fully sent to approval. SE Rules /expense/online-help/settings/se_rules page 2024-07-08T10:41:07+02:00 # SE Rules ## Flexible rules and special allowances For Swedish companies it is possible for the company administrator to create their own daily allowance types to be applied when employees register their travels. These types/rules can differ from government regulations, and are designed to pay out allowances when travelers are normally not eligible for it, or to support internal agreements within a company. There are two types of company generated rules/types that can be set up: ### Flexible rules - Created to be paid in addition to the standard allowances set by the government - Are always taxable ### Special allowances - Created to paid instead of the standard allowances set by the government - Can have a taxable/tax free split The created allowances types will be applied when users register travel claims. The transactions sent for payroll or bookkeeping will include these. Allowance types can be created on company level and/or on group level. ### Flexible rules #### Creating Flexible rules 1. Open **Settings** - **Types** - **Daily allowances**. 2. Click the **Add allowance** button. 3. There are 3 tabs for adding details **General**, **Payroll-Bookkeeping** and **Rules**. 4. General a. Add the wanted name - will be visible for the end user in the summary panel and summary page. b. Possible to set the type active or inactive. c. Add the rates for the types - that will be calculated based on the rules. Both tax free and taxable values can be given for the allowance type. 5. Payroll-Bookkeeping a. Select the pay codes and general ledger accounts to be used in payroll and bookkeeping transfers when this allowance type is used. 6. Rules a. Set the rules for the type- which will dictate how and when the allowances are added. b. Special allowance - **No** - as this is a **Flexible** rule. c. Select the rule type - Based on the standard rules in Sweden with a focus on single day or multiple day travel. d. Trigger by - Select if the rule should be triggered by number of days or hours traveled . e. Duration - The travel day range from which the calculation shall start and end. f. Compensation - Select **Day** if the rule should apply for a date range, select Hour in case this rule applies within hour range. g. Applies abroad - When checked, the rates will be valid for abroad travel and a section for adding countries will be visible. If countries are added the rule will apply for the selected countries, if not, it will apply for all abroad travels. h. Meal deductions - Select if calculations are done by percent or by specific amounts. Add the numbers to match. If **Applies abroad** is ticked - only percent is available. 7. After the rules have been entered click **Save** to save the **Flexible** rule. The new allowance type is now saved and it will be applied when employees linked to this company or group are registering claims according to the rules set. ### Special allowance This can be used if the company has local rules and allowances for specific types of travels, like training, conferences etc. This **Special allowance**will, when selected in the **Add travel**pop up, replace the standard regulations as the employee actively chose this compensation, instead of the one from the country default regulations. In order to make the special allowances work, the set up must reflect the standard rules and include a start, a middle and an end of a travel. This is to ensure all parts of the registration are included when calculating the allowance. Special allowances can be created with different time periods than the ordinary allowances thus enabling companies to build the rules to match the agreements. #### Creating Special allowances 1. Open **Settings** - **Types** - **Daily allowances**. 2. Click the **Add allowance** button. 3. There are 3 tabs for adding details **General**, **Payroll-Bookkeeping** and **Rules**. 4. General a. Add the wanted name - will be visible for the end user in the **Add travel** pop up, in the summary panel and summary page. b. Possible to set the type active or inactive c. Add the rates for the types - that will be calculated based on the rules. Both tax free and taxable values can be given for the allowance type. 5. Payroll-Bookkeeping a. Select the pay codes and general ledger accounts to be used in payroll and bookkeeping transfers when this allowance type is used. 6. Rules a. Set the rules for the type- which will dictate how and when the allowances are added. b. Special allowance - Yes c. When **Special allowances** = Yes - a new drop down will appear where there are two options - **Main level** or **Connected to**. - Main level = The display name of the rule (visible for end users) - Connected to = all additional types to support the calculation d. Select the rule type - Based on the standard rules in Sweden with a focus on single day or multiple day travel. e. Trigger by - Select if the rule should be triggered by number of days or hours traveled. f. Duration - The travel day range from which the calculation shall start and end. g. Compensation - Select **Day** if the rule should apply for a date range, select Hour in case this rule applies within hour range. h. Applies abroad - When checked, the rates will be valid for abroad travel and a section for adding countries will be visible. If countries are added the rule will apply for the selected countries, if not, it will apply for all abroad travels. i. Meal deductions - Select if calculations are done by percent or by specific amounts. Add the numbers to match. If **Applies abroad** is ticked - only percent is available. 7. After the rules have been entered click **Save** to save the **Special allowance**. Remember to create one for the start, one for the middle and one for the end of the travel. The new allowance type is now saved and it will be available when employees linked to this company or group are registering claims. Visma Employee (mobile app) /expense/online-help/visma-employee section 2024-12-17T10:19:41+01:00 # Visma Employee (mobile app) **Visma Employee app** is an app that allows you to create receipts and mileages as an Expense user. It is automatically synced to Visma.net Expense and will give notifications when your expenses are approved (or not approved). If you have more roles than the Expense role you can also view payslips and add time and absence in the app. If you wonder if the app fits you - just contact your payroll administrator. Why wait to register all your expenses until you sit by the computer again? Add them in the app and send them directly for approval. For receipts, the app allows you to take photos of them directly in the app, upload them from the phone gallery, or share them from other apps in the phone. Download the app in Appstore (iOS) or Google play store (Android). Use your regular expense login to log into the app. In the following pages you can read about every feature of the app and how to work with the app in the easiest way. Settings /expense/online-help/visma-employee/settings page 2024-12-11T15:55:35+01:00 # Settings In the **Settings** you will find all information about the app, and things you can change. It differs in the settings if you have an Android or iOS device. #### Android - In the top of the page you will find information about the app and OS version, and the email address you are logged in with. - You can choose between different modes in the app, such as dark mode and you can also choose language. Note that some templates in the app come from the language you use in Visma home (e.g expense and mileage). - There is an option to open the app with a pin code. If you toggle that option on you need to log in to the app with a pin code. - In Android, you can turn notifications on and off, and also set specific notifications on and off. - An important part of the settings in Android is the “Allow screenshots”. If the toggle is off, you need to toggle it on before being able to take a screenshot / screen recording in the app. - As Visma thinks the environment is super important we have a part for the Emission summary. When opening this you can see a summary of all your expenses, with a nice diagram and percentages of each expense category. Note that this is available if your payroll administrator activated this in the settings in Visma.net Expense. - You can also see our accessibility statement in the settings. #### iOS - In the top of the page you will find information about the app and OS version, and the email address you are logged in with. - You can choose between different modes in the app, such as dark mode and you can also choose language. Note that some templates in the app come from the language you use in Visma home (e.g expense and mileage). - There is an option to log into the app with FaceID. If you toggle that option on, you need to log in to the app with FaceID. - As Visma thinks the environment is super important we have a part for the Emission summary. When opening this you can see a summary of all your expenses, with a nice diagram and percentages of each expense category. Note that this is available if your payroll administrator activated this in the settings in Visma.net Expense. - You can also see our accessibility statement in the settings. Startpage /expense/online-help/visma-employee/startpage page 2024-12-17T10:19:41+01:00 # Startpage On the **Startpage** you find the most important parts of the app; new notifications and the possibility to create new events without having to go to other tabs. The startpage provides you with an easy overview and access, and it adapts depending on your role. If you only have access to payslips, your startpage will look different to someone with a different role. It is your payroll administrator who gives you the roles for the app. If you are a user in more than one company, you can change companies on the startpage. Click on the company name on the top of the page and choose another company in the list. Note, this is only possible if you are added as a user in several companies with the same email address. If you are added as a user in several companies but cannot reach them on top of the startpage, please contact your payroll administrator and ask them to change the email address for your user in that company. ## Notification cards / Startpage cards {#notification-cards-startpage-cards} The notification cards on the startpage display the most recent information. For example if you have just sent three claims for approval, if you have a new payslip, if your vacation got approved or which amount all your unsent receipts have, and more. These notifications depend on the role you have. In order to see all notification cards, swipe to the left and a new card will appear. When clicking on one of the cards, you are taken to the specific place in the app where you can take action or view the information. ## Check in, check out If your user has the role for Time, and compensation rules agreement, you can check in and out directly via the app. It is as easy as it looks - press Check in when you want to check in to your shift, and press Check out when you leave. The button Check out will only be available after you have checked in. Information regarding the time you checked in and how long your shift has been going on is available after you have checked in. A message will be displayed if you forgot to check out, or need to go back a day to change anything (for example if you forgot to check out yesterday and try to check out today). ## Quick selections To create a new expense, calendar event or view salary summary you can use the quick selections. They have the same functionality as "Add new" in other tabs. Depending on your role, you will get different options to select from. **Add mileage**: You can choose to use the map for automatic calculations or add kilometers manually. Read more about the [Expense tab](../expense) **Add new receipt**: You can use the camera to take a photo or upload a photo from your phone gallery. Read more about the [Expense tab](../expense) **Register time or absence**: Add a new event in the calendar for worked hours, overtime, vacation, sickness and more. Read more about the [Calendar tab](../calendar) **Employee assistant**: In the same button as register time or absence you find our employee assistant. The assistant can help you with time and absence registrations, inform you about your balances (such as vacation days, flexitime, sickness and more). Click on the bot icon to start. You can use both text and speach. **View salary summary**: This will take you to a page where you can export all payslips and show a year-end report (if that is published by the payroll administrator). You will get a PDF of all payslips which you can email or print (if you have a printer connected to your mobile device). Read more about the [Payslip tab](../payslip) Expenses /expense/online-help/visma-employee/expense page 2024-12-11T15:55:35+01:00 # Expenses The first tab you reach entering the **Expense** tab is Expenses. Here you can view all receipts and mileages created, but not yet added to a claim. It can be drafts or expenses you do not want to add to a claim yet. All expenses you can send for approval are selected automatically, but you can deselect all in the top right corner. You can also deselect specific expenses manually by pressing on the blue checkmark button on the expense. ### iOS Add a new receipt: 1. Start page - Click on Add new receipt 2. Take a photo or fetch one from the phone gallery (via the gallery button in the lower left corner). 3. Make adjustments to the automatic cropping (optional) → Choose Done. 4. Select Expense type, and fill in Purpose in the purpose field. Via SmartScan, other information will be filled in automatically. If you did not get all information filled in you need to add the information manually. 5. Under Cost units you can add, change and delete cost units. If you have default cost units on your user you will see them here. 6. If you would like to add the receipt to a claim, click on Add to claim. If you would like to save it for later, click on Save. 7. Depending on the choice above you will see different views. If you choose Save you will reach the Expense list page, and if you choose Add to claim you will be able to create a new claim or add the receipt to an existing claim. Read more about claims below. If you are already in the Expense tab when you want to add an expense, click on Add new... In that way you do not need to go back to the start page. The same goes for sending expenses to approval - just click on Send in this tab. If you do not want to send all at once, click on the Deselect all button in the upper right corner and manually select the ones you want before clicking on Send. Add mileage: 1. Start page - Click on Add new mileage 2. Choose calculate distance (and search or view map) if you want to use the map for automatic calculation of the distance and get the route filled in automatically. Otherwise skip this step. 3. Choose date, vehicle type, distance, and route if you did not go through step 2. 4. Write the purpose of the trip in the purpose field. 5. Add road tolls if needed. 6. Expand "Other" if you want to add passengers, heavy load and more. 7. Under Cost units you can add, change and delete cost units. If you have default cost units on your user you will see them here. 8. If you would like to add the mileage directly to a claim, choose Add to claim. If you would like to save the mileage for later, choose Save. 9. Depending on the choice you made above you will see different views. If you choose Save you will reach the Expense list page, and if you choose Add to claim you will be able to create a new claim or add the mileage to an existing claim. Read more about claims below. ### Android Add a new receipt: 1. Start page - Click on Register new receipt 2. Take a photo or fetch one from the phone gallery (via the gallery button in the lower left corner). 3. Make adjustments to the automatic cropping (optional) → Click on the blue checkmark button. 4. Fill in Purpose in the purpose field. Via SmartScan, other information will be filled in automatically. If you did not get all the information filled in (such as Expense type) you need to add the information manually. 5. Under Cost units you can add, change and delete cost units. If you have default cost units on your user you will see them here. 6. If you would like to add the receipt to a claim, click on Add to claim. If you would like to save it for later, click on Save. 7. Depending on the choice you made above you will see different views. If you choose Save you will reach the Expense list page, and if you choose Add to claim you will be able to create a new claim or add the receipt to an existing claim. Read more about claims below. If you are already in the Expenses tab when you want to add an expense, click on the plus sign in the upper right corner. In that way you do not need to go back to the start page. If you do not want to send all at once, click on the Select / Deselect button in the upper right corner and then select the ones you want before clicking on Send. Add mileage: 1. Startpage - Click on Add new mileage 2. Choose calculate distance (and search or view map) if you want to use the map for automatic calculation of the distance and get the route filled in automatically. Otherwise skip this step. 3. Choose date, vehicle type, distance, and route if you did not go through step 2. 4. Write the purpose of the trip in the purpose field. 5. Add road tolls if needed. 6. Expand "Other" if you want to add passengers, heavy load and more. 7. Under Cost units you can add, change and delete cost units. If you have default cost units on your user you will see them here. 8. If you would like to add the mileage directly to a claim, choose Add to claim. If you would like to save the mileage for later, choose Save. 9. Depending on the choice you made above you will see different views. If you choose Save you will reach the Expense list page, and if you choose Add to claim you will be able to create a new claim or add the mileage to an existing claim. Read more about claims below. #### Road tolls A possibility to get the road tolls calculated automatically is available when you have used "Calculate distance" when creating a mileage. You can change the amount if needed. You also have the possibility to choose if it was during rush hour and if you are using an Autopass. If you did not calculate distance, you can still add the road toll amount manually. If you do not want to have the road toll amount calculated automatically you can turn the toggle off when you click on "Calculate distance". The app will remember your settings for that, and Autopass and rush hour, for the next mileage - but you can always change the settings if needed. If you need to add allowances you need to go to Visma.net Expense on the web. Read more about edit expense, delete expense and more below. ## Claims The next tab is Claims. Here you see all created claims, both unsent and sent. In the list view you can see an overview of the claim's statuses. Open a claim by clicking on it and you will see the expenses and/or mileages added to that specific claim. Claims that are not yet sent can be edited in the app. Click on the claim you want to edit. Please note that how to edit a claim looks different in iOS and Android. In iOS there is an Edit button and in Android you click on the green plus sign at the button. You can select to delete, add more receipts and mileages and send for approval. The maximum amount of expenses added to one claim is 20. It is not possible to remove existing receipts, only delete the entire claim. The delete option is not available when the claim is Approved. If the claim is already sent you need to do changes in Visma.net Expense on the web. The way to work with expenses / mileages in the app is: Create expenses (receipts or mileages) and add them to a claim directly via the expense or under the expenses tab - not under claims tab. The claims tab is for view and edit only, no new claims can be added there. Add a new claim: To add a new claim, in both iOS and Android, you need to create the expenses/mileages first. As mentioned in the sections about "add a new receipt" and "add new mileage" you will get the choice for "Add to claim" when you save the expense/mileage. This is the opposite of how you handle it in Visma.net Expense on the web. Once you have saved or sent, you will find a claim under the Expense tab → Claims button. ## Delete or edit expense Expenses under Expense tab It is possible to delete or edit a created expense in the app **For iOS:** Go to the Expense tab and swipe left on the expense you want to delete. If you want to edit an expense, open the expense and make the changes you want. When you have made all the changes needed you can Save it for later again via the Save button or add it directly to a claim via the button More actions. Via the More actions button you can also download the image of the expense. Note that you can only delete or edit expenses that are under the Expense tab and not added to a claim. That means that they are not sent. **For Android:** Go to the Expense tab and press and hold the expense you want to delete. In the bottom of the screen an alternative for Delete expense will appear. If you want to edit an expense, open the expense and make the changes you want. When you have made the needed changes you can Save for later via the Save check mark or Add it to claim via the button. Note that you can only delete or edit expenses that are under the Expense tab and not added to a claim. That means that they are not sent. Expenses under Claims tab If you need to delete or change an expense that is under Claims, you need to delete the claim first and the expense will be editable again. When you have deleted the claim the expenses will be sent back to the Expense tab and you can do the changes you need by following the instructions above. **For iOS:** Go to the Expense tab and click on Claims. Open the claim you want to delete and choose Delete. Via Edit you also have the options to Add receipts and mileages or Send for approval. Note that the delete function is only available if the claim has the status: Not sent, Canceled, or Declined. If the status is Awaiting approval you need to click on Cancel approval flow when you have opened the claim. If you choose to cancel the approval flow, the status will be Canceled and the claim will now be open again. That means that the claims with status Canceled and Not sent are basically the same. The status Declined means that the approver has rejected the claim for some reason. The rejection is done manually by the approver and there is a comment to that status. The comment is shown when you open the claim. If the claim has status Approved, the claim is about to be paid out or is already paid out. You can not delete or edit approved claims. If there is something wrong with an approved claim you need to contact your payroll administrator. Links to the rest of the documentation: [Startpage](../startpage) [Payslips](../payslip) [Calendar](../calendar) Calendar /expense/online-help/visma-employee/calendar page 2024-08-07T11:22:23+03:00 # Calendar In the **Calendar** tab you can add, view, edit and delete events. The list contains all your registered calendar events, including both attendance and absence. If you are a Check in/ check out user, all these events will be shown here too. ## Add a new event **iOS**: To add a new event, click on the green button "Add event" at the bottom of the page. Choose event type, such as Working hours, select date, start and end time, cost units if needed and then click on Save when you are done. You can choose to use the tab "from-to" or "hours". If you choose "hours" instead you do not add start and end time, you simply add the total amount of hours you worked. For some event types comments are mandatory. If that is the case you will see "required" in the Comment field. That means that you can not save the event without a comment. This is a setting that comes from the payroll system, and it is your payroll administrator who is responsible for this setting. **Android:** To add a new event, click on the green button "Register event" at the bottom of the page. Choose event type, such as Working hours, select date, start and end time, cost units if needed and then click on Save when you are done. You can choose between "from-to" or "hours" in the expandable list at the top of the page. If you choose "hours" instead you do not add start and end time, you simply add the total amount of hours you worked. For some event types comments are mandatory. If that is the case you will see "required" in the Comment field. That means that you can not save the event without a comment. This is a setting that comes from the payroll system, and it is your payroll administrator who is responsible for this setting. ## Edit or delete event **iOS:** If you want to edit or delete an event go to the Calendar tab and open the event. Click on Edit and do the changes you want, then choose Save. For deleting an event, simply click on the Delete button on this page. **Android:** If you want to edit or delete an event go to the Calendar tab and open the event. Click on the pen in the upper right corner to make changes. When you are done with the changes, click on Save changes. For deleting an event, simply open the event and choose the bin icon in the upper right corner. ## Balances / Show summary {#balances-show-summary} In the upper right corner of the Calendar list view you will find a Show summary button. Here you will see your vacation balance, flextime, overtime and registered sick days. Links to the rest of the documentation: [Payslips](../payslip) [Expense](../expense) [Calendar](../calendar) Payslips /expense/online-help/visma-employee/payslip page 2025-02-06T12:33:31+01:00 # Payslips Under the tab **Payslips** you find all your published payslips. You can also export a summary of all your payslips in a PDF. That PDF is printable (if you have a printer connected to your mobile device) and you can email it yourself with email apps on your device. To open a payslip, click on the specific payslip and you will see information on the screen. You can also click on Show PDF from the payslip to view the whole specified payslip. If there is information missing on the payslip you need to ask your payroll administrator to add more information from the payroll program. The template for payslips is set in each company in the payroll program. If you are a user in several companies (registered with the same email address) you can see payslips from all companies in the company you are currently in. You can filter by company by clicking on the filter button in the upper right corner. If you can not find a specific payslip (or any for that matter) - please contact your payroll administrator so that they can publish it. If there are no payslips published, you will see a message informing you that \'Your payslips will be shown here\'. This is a view tab only, no new information can be added. Links to the rest of the documentation: [Startpage](../startpage) [Expense](../expense) [Calendar](../calendar) Visma.net Payslip (on web) /expense/online-help/visma-employee/vismanet-payslip page 2025-02-12T14:48:51+01:00 # Visma.net Payslip (on web) In **Visma.net Payslip**, you can view all payslips and year-end-reports. If you do not use the mobile Employee app, this is a good alternative. If you do not see any payslips or year-end-reports, you need to contact your payroll administrator. That person is responsible for sending them from the payroll system. On your left hand side you find the simple menu. You can easily switch between years and months, depending which payslips you would like to see. When opening a payslip you see all information directly on the web, such as amount, payment date and balances. You can also download a PDF from that view. If you would like to download all payslips in a PDF, click on **Export all payslips** in the menu to the left. To see the year-end-reports, click on the blue menu bar on top of the page. Year-end-reports are sent once a year and contain the year’s summary of amounts.