/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. /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. /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. /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. /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. /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) /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