Company configuration

The Company configuration section inSettings 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

1. Click the button Add account and fill out the following: a. Name - the name of the account. b. Number - the unique number of the account. c. Active checkbox - to indicate if the General Ledger Accountis active or inactive. d. 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

1. Click the button Add pay code and fill out the following:

a. Name - the name of the pay code b. Pay code - the unique number of the pay code c. Active checkbox - To indicate if the pay code is active or inactive d. 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

1. Click the button Add VAT and fill out the following: a. Name - the name of the VAT code b. Code - the unique number of the VAT code c. Percentage - select one of the default values or enter a Custom value d. Active checkbox - To indicate if theVAT code is active or inactive e. Debit account - The general ledger account where the debit amount should be booked f. Credit account - The general ledger account where the credit amount should be booked g. Pay code - The pay code of where the VAT amount should be booked (for payroll) h. 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 activeVAT 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.

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

1. Click the button Add cost unit type and fill out the following: a. Name- the name of the cost unit type b. Level - indicates the level the cost unit type has c. 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. d. 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

1. Select a cost unit type, click the button Add cost unit and fill out the following: a. Name - the name of the cost unit b. Code - the code of the cost unit c. Valid from - the date from which the cost unit is valid d. Valid to - the date that the cost unit is valid to (includes the entered date) e. Active checkbox - indicates if the cost unit is active or not f. 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.