/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** /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). /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 to save the line. To cancel the registration, click . 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 to save the line. To cancel the registration, click . 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. /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. /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. /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. /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.