Time and expenses /visma-net-erp/help/time-and-expenses section By using the Time and expenses workspace, your company can automate work assignments and labour calculation for contracts and support services. 2026-02-19T17:09:06+01:00 # Time and expenses By using the Time and expenses workspace, your company can automate work assignments and labour calculation for contracts and support services. The Time and expenses workspace integrates with the Supplier ledger, for reimbursing employee expenses, and with the Customer ledger, for invoicing labour and expenses to customers. Using a web browser, employees can submit expense claims, attaching any scanned receipts and supporting documents. Once a claim has been approved, Visma Net creates an invoice in the Supplier ledger to initiate the reimbursement, and generates a customer invoice if expenses were designated as invoiceable to a customer. For more information, see:[Process expense claims](/visma-net-erp/help/time-and-expenses/process-expense-claims/) The Time and expenses workspace provides a complete audit trail of all employee transactions. After a document is approved and released, users cannot delete or cancel it. To correct mistakes, users must enter a correcting or reversing entry. Visma Net keeps the details of all Time and expenses documents, including information about the user who entered the transaction and the user who modified the record. Set preferences for Time and expense /visma-net-erp/help/time-and-expenses/set-preferences-for-time-and-expense section 2026-02-19T17:09:06+01:00 # Set preferences for Time and expense 1. Go to the [Time and expenses preferences (EP101000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/time-and-expenses-preferences-ep101000/) window. > [!NOTE] > The settings below are mandatory. All other settings in this window are optional. In fields that have the ![icon-edit](/media/visma-net-erp/icon-edit.png) button, you can click the icon to create new values for that field. 1. In the **Expense claim numbering sequence** field, select an existing sequence. 1. In the **Time card numbering sequence** field, select an existing sequence. 1. In the **Combine sales sub. from:** field, press **F3** on your keyboard and select one of the following options: + **C** The subaccount associated with the company location + **E** The subaccount associated with the employee + **I** The subaccount associated with the item used + **L** The subaccount associated with the customer location 1. In the **Combine expense sub. from:** field, press **F3** on your keyboard and select one of the following options: + **C** The subaccount associated with the company location + **E** The subaccount associated with the employee + **I** The subaccount associated with the item used + **L** The subaccount associated with the customer location 1. In the **Regular hours** field, select the earning type that the system should treat as regular hours. 1. In the **Public holidays** field, select the earning type that the system should treat as public holidays. 1. In the **Holidays** field, select the earning type that the should must treat as holidays. 1. Click ![icon-save](/media/visma-net-erp/icon-save.png).

Related pages

Windows

 About Employees /visma-net-erp/help/time-and-expenses/about-employees page In Visma Net, you an maintain the list of employees, set up their access rights in the system to, for example, to register time cards and expense claims. 2026-02-19T17:09:06+01:00 # About Employees In Visma Net, you an maintain the list of employees, set up their access rights in the system to, for example, to register time cards and expense claims. Each employee has a personal employee account with groups of settings. When you create a new employee in the [Employees (EP203000)](/visma-net-erp/help/organisation-structure/organisation-structure-windows/employees-ep203000/) window, you specify an employee class and then the system fills in many of the details with the default values provided by the class. On the **User info** tab, a system administrator can view and edit information about the user account, create a new user account if none exists, activate, enable, disable, or unlock the user account, assign roles to the existing user, and manage the user's password. On the **Employment history** tab you can maintain information about the employee's history of employment in the company. On the **Financial settings** tab you can specify the accounts involved in the recording of employee compensation and payments, the employee's VAT zone, and the payment method to be used by default for compensation payments. The requirements for the hourly rates of the employee are specified on the **Employee cost** tab. The non-stock item of the **Labour** type used as a source of expense accounts for transactions associated with projects or contracts. You can use the **Labour item overrides** tab to define the relationship between an earning type and a labour item. Process expense claims /visma-net-erp/help/time-and-expenses/process-expense-claims section 2026-02-19T17:09:06+01:00 # Process expense claims About expense receipts /visma-net-erp/help/time-and-expenses/process-expense-claims/about-expense-receipts page In Visma Net, an expense receipt is a record reflecting that an employee performed a transaction while working for your organisation, thus incurring certain expenses. 2026-02-19T17:09:06+01:00 # About expense receipts In Visma Net, an expense receipt is a record reflecting that an employee performed a transaction while working for your organisation, thus incurring certain expenses. ## Properties of an expense receipt Each receipt can have the following properties: + The expense non-stock item, which defines the financial accounts, the default VAT calculation mode and VAT category, and the unit of measure used for the receipt. If a standard cost is specified for the item, it is used as the default unit cost. Suppose, for example, that your company reimburses expenses that the employee incurs while using a personal vehicle for company purposes. In this case, the non-stock item would represent the mileage, and you can specify the standard rate per mile as the standard cost. > [!NOTE] > The expense subaccount is combined according to the settings specified in the [Time and expenses preferences (EP101000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/time-and-expenses-preferences-ep101000/) window. + The name of the employee who is claiming the expenses. + The default VAT zone, which is copied from the employee's settings; a user can override the VAT zone in a particular receipt. The overridden VAT zone value can be saved for future use. + The total amount of the receipt, the VAT amount (if applicable), the employee part (that is, the part of the total amount that will not be paid back to the employee), the tip amount (if applicable), and the claim amount (that is, the amount to be reimbursed to the employee, which is calculated by the following rule: **Claim amount** = **Amount** + **VAT total** (if taxes are exclusive) + **Tip amount** – **Employee part** ). + The receipt currency, which can be any currency registered in the system. You can configure new currencies by using the [Currencies (CM202000)](/visma-net-erp/help/currency-management/currency-management-windows/currencies-cm202000/) window. + The reference number (optional) specified by the employee, which usually matches the number of the original receipt. + The project or contract, which should be specified if the employee incurred the expenses while working on a particular project or contract. (In this case, the customer associated with the project or contract is filled in automatically.) + The customer, which should be specified if the employee incurred the expenses while working for a particular customer. + The scanned image of the original receipt. + The VAT calculation mode. If the **Net/gross entry mode** functionality is enabled in the [Enable/disable functionalities (CS100000)](/visma-net-erp/help/common-settings/enable-or-disable-functionalites/enable-disable-functionalities-cs100000/) window, you can select whether the amounts that you enter in the expense receipt are VAT-exclusive (gross) or VAT-inclusive (net). ## Access to expense receipts By using the [Expense receipts (EP301010)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-receipts-ep301010/) window, you can enter, view, and edit any of the following expense receipts: + Your own receipts + Receipts of employees in the work groups at lower levels in the company tree than your work group + Receipts that require your approval + Receipts of employees for whom you are an appointed delegate; all delegates of an employee are listed on the **Delegates** tab of the [Employees (EP203000)](/visma-net-erp/help/organisation-structure/organisation-structure-windows/employees-ep203000/) window Also, you can view expense receipts included in the expense claims that require your approval. ## Statuses of an expense receipts In the [Expense receipts (EP301010)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-receipts-ep301010/) window, you can also view the status of the expense receipt, which reflects its processing stage. Typical statuses for expense receipts might include the following: On hold : The receipt is new and has not been submitted for approval yet, or the receipt has been rejected and then put on hold while a user is adjusting it. Open : The receipt is ready to be added to a claim after it has been approved (if approval is required for the receipt) or after it has been submitted for further processing (if approval is not required). Pending approval : The receipt is pending approval. Rejected : The receipt has been rejected. Released : The expense claim associated with the receipt has been released. ## Generation of expense claims Expense receipts with the **Open** status can be claimed selectively or all at once to window Expense claims. When you claim multiple receipts, the window may display multiple claims where receipts will be grouped by their common properties. Receipts that have different employees, branches, or customers are always split into different claims. For more information, see: [Generate expense claims](/visma-net-erp/help/time-and-expenses/process-expense-claims/generate-expense-claims/) Also, if the **Allow mixed VAT settings in claims** check box is selected in the [Time and expenses preferences (EP101000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/time-and-expenses-preferences-ep101000/) window, a user can add expense receipts with a different VAT zone or VAT calculation mode (or both) to one claim. When this expense claim is released, the system generates multiple purchase invoices, each of which contains expense receipts with the same VAT zone and VAT calculation mode.

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Concepts

Tasks

Windows

 Create an expense receipt /visma-net-erp/help/time-and-expenses/process-expense-claims/create-an-expense-receipt section You can create an expense receipt by using the Expense receipts (EP301010) window. 2026-02-19T17:09:06+01:00 # Create an expense receipt You can create an expense receipt by using the Expense receipts (EP301010) window. For more information: [Expense receipts (EP301010)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-receipts-ep301010/). You can create an expense receipt by using the [Expense receipts (EP301010)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-receipts-ep301010/) window. In this window, you can create the following expense receipts: + Your own receipts + The receipts of employees in work groups at lower levels in the company tree than your work group + The receipts of employees for whom you are an appointed delegate; all delegates of a particular employee are listed on the **Delegates** tab of the [Employees (EP203000)](/visma-net-erp/help/organisation-structure/organisation-structure-windows/employees-ep203000/) window 1. Go to the [Expense receipts (EP301010)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-receipts-ep301010/) window. 1. Click ![icon-add](/media/visma-net-erp/icon-add.png). 1. In the top part, specify the following: 1. In the **Date** field, select the date when the receipt was issued. 1. In the **Expense item** field, select the expense non-stock item, which defines the type of the expense. From the settings of this item, the system copies the financial accounts, the default VAT category, the standard cost, and the unit of measure used for the receipt. > [!NOTE] > If the **Net/gross entry mode** functionality is enabled in the [Enable/disable functionalities (CS100000)](/visma-net-erp/help/common-settings/enable-or-disable-functionalites/enable-disable-functionalities-cs100000/) window, the default VAT calculation mode is also copied from the settings of the selected expense item. 1. In the **Claimed by** field, select the employee who is claiming the expenses. 1. In the **Branch** field, select the branch that will reimburse the expenses to the employee. 1. On the **Receipt details** tab, in the **Expense details** section, specify the receipt information as follows: 1. In the **Description** field, type a brief description of the expenses. In the table in the [Expense receipts (EP301010)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-receipts-ep301010/) window, this description will be used as a link the user can click to open the current window and view the details of the receipt. 1. In the **Quantity** field, type the quantity of the expense item that the employee purchased according to the receipt. The quantity is expressed in the unit of measure specified in the **UoM** field, which is the unit specified for the selected non-stock item in the [Non-stock items (IN202000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/non-stock-items-in202000/) window. 1. Optional: In the **Unit cost** field, manually override the default value (if one exists), which is the standard cost specified for a unit of the expense non-stock item, or specify the amount in the **Amount** field. 1. In the **Employee part** field, type the part of the total amount that will not be reimbursed to the employee (that is, the part for which the employee is responsible). > [!NOTE] > If the amount in the **Amount** field includes VAT, the **Employee part** should also be specified with the VAT included. 1. In the **Currency** field, change the currency to that of the receipt, if necessary. If the currency of the receipt is not yet registered in the system, you can create a new currency by using the [Currencies (CM202000)](/visma-net-erp/help/currency-management/currency-management-windows/currencies-cm202000/) window. 1. Optional: In the **Ref. no.** field, type the number of the original receipt, which can be used for future reference. 1. In the **Project/contract** field, select the applicable project or contract if the employee incurred the expenses while working on a particular project or contract. 1. In the **Project task** field, select the project task to which the expenses are related. 1. Optional: In the **Expense claim** field, select an existing expense claim with which you want to associate the expense receipt. 1. Optional: In the **VAT info** section, change any of the default VAT settings for the receipt as follows: 1. In the **VAT zone** field, specify the VAT zone that applies to the expense receipt. 1. In the **VAT calculation** field, which is available if the **Net/gross entry mode** functionality is enabled in the [Enable/disable functionalities (CS100000)](/visma-net-erp/help/common-settings/enable-or-disable-functionalites/enable-disable-functionalities-cs100000/) window, specify whether the entered amounts are VAT-inclusive or VAT-exclusive. 1. In the **VAT category** field, select the VAT category for the expense item. 1. In the **Financial details** section, specify the information to classify the receipt as follows: 1. Select the **Invoiceable** check box if a customer should be invoiced for the expense amount. 1. In the **Customer** field, select a customer if the employee incurred the expenses while working for a particular customer. If you have already selected a project or contract in the **Project/contract** field, the system automatically filled in the customer and it cannot be changed. 1. Optional: In the **Image** section, do the following: 1. Click **Browse** to open the file selection window, and select the image of the original receipt. 1. Click **Upload** to attach the image file to the expense receipt record. 1. Optional: On the **VAT details** tab, correct the VAT amounts in the **VAT amount** column. 1. Click ![icon-save](/media/visma-net-erp/icon-save.png).

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Windows

 About expense claims /visma-net-erp/help/time-and-expenses/process-expense-claims/about-expense-claims page By using Visma Net, employees in your company can easily file their claims for reimbursement of expenses, which may include expenditures for travel, accommodations, and freight charges. 2026-02-19T17:09:06+01:00 # About expense claims By using Visma Net, employees in your company can easily file their claims for reimbursement of expenses, which may include expenditures for travel, accommodations, and freight charges. By using Visma Net, employees in your company can easily file their claims for reimbursement of expenses, which may include expenditures for travel, accommodations, and freight charges. With Visma Net, expense claims can be prepared, approved, and processed in accordance with the process of claim submission adopted by your company. Each expense claim is based on expense receipts that an employee enters into the system. A claim can include any number of receipts, each having its own settings. An employee can enter expense receipts on the fly, submit them for approval, and then, at a convenient time (for instance, the end of the month), claim approved receipts in bulk to generate the corresponding expense claims. As soon as a new claim is generated, the system automatically routes it to the authorised person for approval (and adjustment, if needed). Once the claim is approved, it can be released. When an expense claim is released, the system automatically generates an invoice to reimburse the expenses to the employee. If the employee incurred the expenses while working on a project for a customer, the system also prepares the records for invoicing the customer. In the [Expense claim (EP301000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claim-ep301000/) window, you can access any of the following expense claims: + Your claims + Claims of employees in the work groups at lower levels than your work group in the company tree + Claims of employees for whom you are an appointed delegate + Claims that require your approval + Claims that require approval by employees in the work groups at lower levels in the company tree than your work group In the [Release expense claims (EP501000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/release-expense-claims-ep501000/) window, all unreleased claims are listed, but you may not be able to edit or view the details of some claims. In [Approval](https://help.visma.net/dk_en/approval/online-help/mini-tocs/online-help-start-mini-toc.htm), you can approve Visma Net or reject claims assigned to you, to the members of your work group, and to the members of work groups at lower levels than your work group in the company tree. ## Filing of an expense claim You, as an employee, can use one of the following methods of filing an expense claim: + In the [Expense receipts (EP301010)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-receipts-ep301010/) window, enter expense receipts and submit them for approval (if required). When the receipts are approved, you claim them in bulk to automatically generate the corresponding expense claims. ( [Generate expense claims](/visma-net-erp/help/time-and-expenses/process-expense-claims/generate-expense-claims/) ) For more information, see: + By using the [Expense claim (EP301000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claim-ep301000/) window, create a new claim, and then add any number of receipts to the created claim or add lines directly to the claim by using the table on the **Expense claim details** tab. You can add receipts to a claim only if it has the **On hold** status. If the **Allow mixed VAT settings in claims** check box is selected in the [Time and expenses preferences (EP101000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/time-and-expenses-preferences-ep101000/) window, expense receipts with different VAT zones or VAT calculation modes (or both) can be processed within one expense claim. If the check box is cleared, all expense receipts added to one expense claim must have the same VAT settings. If the **Hold expense claims on entry** check box in the [Time and expenses preferences (EP101000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/time-and-expenses-preferences-ep101000/) window is selected, all new expense claims have the **On hold** status, indicating that they are drafts that can be adjusted, if necessary. You need to check the details of every claim before submitting it for approval; you can submit an expense claim for approval only if all included receipts have the **Open** status. If the **Hold expense claims on entry** check box is cleared, each newly created expense claim is automatically submitted for approval and the status of the claim is set to **Pending approval** (if approval is required) or **Approved** (if no approval is required). For expenses that require documentation by your company policy, you can attach to each receipt a scanned receipt or other document that confirms your expenses. ## Properties of an expense claim In Visma Net, an expense claim has the following properties: + The unique reference number, which the system assigns based on the number series specified for claims in the [Time and expenses preferences (EP101000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/time-and-expenses-preferences-ep101000/) window. + The date when the claim is created; this date determines the post period of the invoice generated by the claim release unless a particular post period is specified for the claim in the **Post to period** field on the **Financial details** tab of the [Expense claims (EP301030)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claims-ep301030/) window, which is available if the claim has the **Pending approval** or **Approved** status. + The total amount of the claim, which is calculated as the sum of the amounts in the **Amount in claim curr.** column for all the lines specified for the claim. + The employee part of the total amount, which is not paid back to the employee in accordance with the company policy. + The taxable and VAT amount for the expense claim. You can review the summary information on applicable VAT on the **VAT details** tab of the [Expense claims (EP301030)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claims-ep301030/) window, or you can view information for an expense claim line by clicking the link in the **VAT amount** column on the **Expense claim details** tab. + The currency in which the claim will be reimbursed to the employee; the claim currency may differ from the currency of the included receipts. By default, the claim currency matches the currency specified as the default for the employee, but it can be changed if currency override is enabled for the employee in the [Employees (EP203000)](/visma-net-erp/help/organisation-structure/organisation-structure-windows/employees-ep203000/) window. The customer (if applicable), which can also be specified for an individual line. The customer specified in the top part of the claim is the default customer for claim lines; it can be overridden for each line unless a project is specified for the line and the customer is associated with this project. When the **Invoiceable** check box is selected for a particular line, the customer will be invoiced for the expense in the amount returned to the employee. + The branch that will reimburse the expenses to the employee. + The department of the employee, which can affect who approves the claim. You can set up assignment rules for claim approval whereby claims from different departments may be approved by different persons. + The VAT zone and VAT calculation mode. If the **Net/gross entry mode** functionality is enabled in the [Enable/disable functionalities (CS100000)](/visma-net-erp/help/common-settings/enable-or-disable-functionalites/enable-disable-functionalities-cs100000/) window, you can select whether the amounts in the expense claim are VAT-exclusive (net) or VAT-inclusive (gross). ## Statuses of an expense claim In the [Expense claim (EP301000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claim-ep301000/) window, you can also view the claim's status, which reflects its processing stage. Typical statuses for expense claims might include the following: On hold : The claim is a draft and cannot be released. Pending approval : The claim is pending approval. Approved : The claim is either approved or requires no approval. Rejected : The claim is rejected. Released : A purchase invoice has been generated based on the claim.

Related pages

Concepts

Tasks

Windows

 About processing expense claims /visma-net-erp/help/time-and-expenses/process-expense-claims/about-processing-expense-claims page By using Visma Net, employees of your company can easily file their claims for reimbursement of expenses, which may include expenditures for travel, accommodations, and freight charges. 2026-02-19T17:09:06+01:00 # About processing expense claims By using Visma Net, employees of your company can easily file their claims for reimbursement of expenses, which may include expenditures for travel, accommodations, and freight charges. By using Visma Net, employees of your company can easily file their claims for reimbursement of expenses, which may include expenditures for travel, accommodations, and freight charges. With Visma Net, expense claims can be prepared, approved, and processed in accordance with the process of claim submission adopted by your company. Each expense claim is based on expense receipts that an employee enters into the system. A claim can include any number of receipts, each having its own settings. An employee can enter expense receipts on the fly, submit them for approval, and then, at a convenient time (for instance, the end of the month), claim approved receipts in bulk to generate the corresponding expense claims. As soon as a new claim is generated, the system automatically routes it to the authorised person for approval (and adjustment, if needed). Once the claim is approved, it can be released. When an expense claim is released, the system automatically generates an invoice to reimburse the expenses to the employee. If the employee incurred the expenses while working on a project for a customer, the system also prepares the records for invoicing the customer. Create an expense claim /visma-net-erp/help/time-and-expenses/process-expense-claims/create-an-expense-claim section You can create an expense claim by using the Expense claims (EP301030) window as a starting point. 2026-02-19T17:09:06+01:00 # Create an expense claim You can create an expense claim by using the Expense claims (EP301030) window as a starting point. For more information: [Expense claims (EP301030)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claims-ep301030/). You can create an expense claim by using the [Expense claims (EP301030)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claims-ep301030/) window as a starting point. From there, you can add a new claim in the [Expense claim (EP301000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claim-ep301000/) window. In this window, you can enter the following expense claims: + Your own claims + The claims of employees in the work groups at lower levels in the company tree than your work group + The claims of employees for whom you are an appointed delegate; all delegates of a particular employee are listed on the **Delegates** tab of the [Employees (EP203000)](/visma-net-erp/help/organisation-structure/organisation-structure-windows/employees-ep203000/) window 1. Go to the [Expense claims (EP301030)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claims-ep301030/) window. 1. Click ![icon-add](/media/visma-net-erp/icon-add.png). The system navigates to the [Expense claim (EP301000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claim-ep301000/) window so that you can enter a new expense claim. 1. In the top part, specify the claim information as follows: 1. In the **Description** field, type a brief description of the claim. 1. In the **Claimed by** field, select the employee who is claiming the expenses. 1. In the **Currency** field, change the currency if the employee should be reimbursed in a different currency. 1. Optional: In the **Customer** field, select a customer if the employee incurred the expenses while working for a particular customer. If you add expense claim lines directly on the **Expense claim details** tab, this customer will be automatically specified for each new line. 1. Click ![icon-save](/media/visma-net-erp/icon-save.png). 1. To add expense claim lines, on the **Expense claim details** tab, do one of the following: + If you need to enter a new expense receipt that will be added to the claim, click **Add new receipt** in the table toolbar to open the [Expense receipt (EP301020)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-receipt-ep301020/) window, and then enter the expense receipt. [Create an expense receipt](/visma-net-erp/help/time-and-expenses/process-expense-claims/create-an-expense-receipt/) For more information, see: + If you need to add existing expense receipts to the claim, click in the table toolbar to open the **Add receipts** dialog box; select one or more existing receipts, and then click **Add** to add them to the claim. + If you want to add lines directly to the claim, click on the first empty row in the table and fill in the appropriate columns. 1. Optional: If you need to correct the VAT or taxable amounts in the expense claim, either edit (in the [Expense receipt (EP301020)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-receipt-ep301020/) window) the individual receipts included in the claim, or click the link in the **VAT amount** column for the needed line on the **Expense claim details** tab, and modify the amounts in the **Document VAT** dialog box, which opens. 1. Click ![icon-save](/media/visma-net-erp/icon-save.png).

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Windows

 Generate expense claims /visma-net-erp/help/time-and-expenses/process-expense-claims/generate-expense-claims page The system automatically generates expense claims when you claim expense receipts by using the Expense receipts (EP301010) window. 2026-02-19T17:09:06+01:00 # Generate expense claims The system automatically generates expense claims when you claim expense receipts by using the Expense receipts (EP301010) window. For more information: [Expense receipts (EP301010)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-receipts-ep301010/). The system automatically generates expense claims when you claim expense receipts by using the [Expense receipts (EP301010)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-receipts-ep301010/) window. When you claim multiple receipts, multiple claims may be generated, each including receipts with common properties. The system always generates different claims for receipts that have different employees, branches, or customers. 1. Go to the [Expense receipts (EP301010)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-receipts-ep301010/) window. 1. Select the **To be claimed** filter tab to view only unclaimed receipts that have the **Open** status. 1. Do one of the following: + To claim only particular expense receipts, in the unlabelled column, select the check boxes for the receipts that you want to claim, and then click **Claim** in the window toolbar. + To claim all listed expense receipts, click **Claim all** in the window toolbar.

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Windows

 About expense claim approval /visma-net-erp/help/time-and-expenses/process-expense-claims/about-expense-claim-approval page In Approval you can configure approval workflows based on different rules for approving expense claims by: 2026-02-19T17:09:06+01:00 # About expense claim approval In Approval you can configure approval workflows based on different rules for approving expense claims by: + List of approvers + Any approver with this cost unit role + The department manager + The project manager + Any approver with this project unit role If the company has a Approval license, an expense claim with the submitted status can be assigned to an authorised employee for approval. A claim cannot be sent to approval if it includes any receipt with the **On hold** status. Make sure that no receipts have the **On hold** status before submitting the claim. For more information, see: [Expense claims (EP301030)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claims-ep301030/) Once the expense claim is sent to approval, its approval status changes to **Sent to Approval**, and when it reaches Approval its status changes to **Pending**. ## Approval or rejection of expense claims Expense claims can be approved or rejected in Approval, which is available only if the company has a Approval license. If you have access to Approval, you can view claims in accordance with the rules applied to all documents listed in this window (that is, you can view the expense claims assigned to you). You can approve multiple selected expense claims at once by clicking the **Approve selected** button, or you can approve only a particular claim by clicking the **Approve** icon on the line. It is also possible to reject an expense claim. For more information, see: [Approve or reject expense claims](/visma-net-erp/help/time-and-expenses/process-expense-claims/approve-or-reject-expense-claims/)

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Windows

 Approve or reject expense claims /visma-net-erp/help/time-and-expenses/process-expense-claims/approve-or-reject-expense-claims page 2026-02-19T17:09:06+01:00 # Approve or reject expense claims ## Before you proceed 1. Make sure that an approval workflow is configured in Approval. 1. Make sure that no receipts have the **On hold** status before submitting the claim. > [!NOTE] > A claim cannot be sent to approval if it includes any receipt with the **On hold** status. Make sure that no receipts have the **On hold** status before submitting the claim. For more information, see: [Expense claims (EP301030)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claims-ep301030/) ## Approve an individual expense claim 1. Go to the [Expense claims (EP301030)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claims-ep301030/) window. 1. In the top part, clear the **Employee** field to see the full list of the expense claims that you are allowed to access. 1. Click the link in the **Reference no.** column for the expense claim that you want to approve. This brings up the [Expense claim (EP301000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claim-ep301000/) window, where you can view the details of the claim. 1. If you accept the details of the expense claim, click **Send to Approval** in the window toolbar. Once the expense claim is sent to approval, its approval status changes to **Sent to Approval**, and when it reaches Approval its status changes to **Pending**. 1. Go to Approval, identify the expense claim in the **My Tasks** tab, and then click the **Approve** icon on the line. Once an expense claim is approved, its approval status changes to **Approved** (in Visma Net ) and it can be released. For more information, see: [Release expense claims](/visma-net-erp/help/time-and-expenses/process-expense-claims/release-expense-claims/) ## Approve multiple expense claims 1. Go to the [Expense claims (EP301030)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claims-ep301030/) window. 1. In the top part, clear the **Employee** field to see the full list of the expense claims that you are allowed to access. 1. Click the link in the **Reference no.** column for the expense claim that you want to approve. This brings up the [Expense claim (EP301000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claim-ep301000/) window, where you can view the details of the claim. 1. If you accept the details of the expense claim, click **Send to Approval** in the window toolbar. Once the expense claim is sent to approval, its approval status changes to **Sent to Approval**, and when it reaches Approval its status changes to **Pending**. 1. Repeat step 1 - 4 for each expense claim to be sent to approval. 1. Go to Approval, and identify the expense claims in the **My Tasks** tab. 1. Select multiple expense claims at once, and then click **Approve selected**. Once an expense claim is approved, its approval status changes to **Approved** (in Visma Net ) and it can be released. For more information, see: [Release expense claims](/visma-net-erp/help/time-and-expenses/process-expense-claims/release-expense-claims/) ## Reject an individual expense claim If an expense claim contains incorrect data or for some other reason needs rejection, it is possible to reject the claim from Approval. 1. Go to Approval, identify the expense claim in the **My Tasks** tab, and then click the **Reject** icon on the line. 1. Specify a rejection reason in the appearing **Reject** pop-up dialog box, and then click **OK**. > [!NOTE] > Once an expense claim is rejected, its approval status changes to **Rejected** (in Visma Net ) and it cannot be released. To release it, you need to make the relevant corrections and repeat the approval process.

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Windows

 About expense claim release /visma-net-erp/help/time-and-expenses/process-expense-claims/about-expense-claim-release page You can release approved expense claims by using the following methods: 2026-02-19T17:09:06+01:00 # About expense claim release You can release approved expense claims by using the following methods: + In the [Release expense claims (EP501000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/release-expense-claims-ep501000/) window, release all listed claims at once by clicking **Release all** on the window toolbar, or release only particular claims by selecting the unlabelled check boxes for those claims and then clicking **Release**. + In the [Expense claim (EP301000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claim-ep301000/) window, select the reference number of the approved expense claim that you want to release, which brings up the claim details. Then you can use the **Release** action on the window toolbar to release the claim. When you release an expense claim, the system generates a Supplier ledger invoice to reimburse the employee. If the financial period specified for the claim in the **Post to period** field on the **Financial details** tab of the [Expense claim (EP301000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claim-ep301000/) window is closed in Supplier ledger and posting to closed periods is not allowed, you need to specify an open period to be able to release the expense claim, or an error occurs during the release. The system posts the resulting invoice to the selected period, which is also copied to the **Post period** field in the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window for the invoice. If the employee incurred the expenses while working on a project for a customer, you can invoice the customer by using the [Invoice expense claims (EP502000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/invoice-expense-claims-ep502000/) window. In this case, the system generates an invoice for the customer in the same amount as the invoice for employee reimbursement. In the [Invoice expense claims (EP502000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/invoice-expense-claims-ep502000/) window, each record relates to a single customer; thus, all not yet invoiced claim lines marked as invoiceable will be included in one invoice. The system will automatically release Supplier ledger and Customer ledger invoices from the Time and expenses workspace if the **Automatically release supplier ledger documents** and **Automatically release customer ledger documents** check boxes, respectively, are selected in the [Time and expenses preferences (EP101000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/time-and-expenses-preferences-ep101000/) window. The system automatically releases supplier ledger invoices if the **Automatically release supplier ledger documents** check box is selected in the [Time and expenses preferences (EP101000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/time-and-expenses-preferences-ep101000/) window even if the approval workflow functionality is activated for supplier ledger documents on the [Supplier ledger preferences (AP101000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-ledger-preferences-ap101000/) window (the **Require approval** check box is selected). Also, the resulting transactions can be automatically posted to the General ledger workspace if the **Automatically post on release** check box is selected in the [Customer ledger preferences (AR101000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customer-ledger-preferences-ar101000/) window or the [Supplier ledger preferences (AP101000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/supplier-ledger-preferences-ap101000/) window.

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Windows

 Release expense claims /visma-net-erp/help/time-and-expenses/process-expense-claims/release-expense-claims page In Visma Net, you can release expense claims in one of the following ways: 2026-02-19T17:09:06+01:00 # Release expense claims In Visma Net, you can release expense claims in one of the following ways: + One individual claim at a time: Use the [Expense claims (EP301030)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claims-ep301030/) window as a starting point. + Multiple claims at once: Use the [Release expense claims (EP501000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/release-expense-claims-ep501000/) window. You can release only the expense claims that have the **Approved** status. ## Release an individual expense claim 1. Go to the [Expense claims (EP301030)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claims-ep301030/) window. 1. Select the **Approved** filter tab to view only the claims that have been approved and are ready to be released. 1. Locate the expense claim that you want to release, and then click the link in the **Reference no.** field, which brings up the [Expense claim (EP301000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claim-ep301000/) window, where you can view the details of the claim. 1. In the window toolbar, click **Actions** > **Release**. ## Release multiple expense claims 1. Go to the [Release expense claims (EP501000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/release-expense-claims-ep501000/) window. 1. Do one of the following: + To release only certain expense claims, in the unlabelled column, select the check boxes for the claims that you want to release, and then click **Release** in the window toolbar. + To release all listed expense claims, click **Release all** in the window toolbar.

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Windows

 Release expense claims /visma-net-erp/help/time-and-expenses/process-expense-claims/release-expense-claims-2 page In Visma Net, you can release expense claims in one of the following ways: 2026-02-19T17:09:06+01:00 # Release expense claims In Visma Net, you can release expense claims in one of the following ways: + One individual claim at a time: Use the [Expense claims (EP301030)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claims-ep301030/) window as a starting point. + Multiple claims at once: Use the [Release expense claims (EP501000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/release-expense-claims-ep501000/) window. You can release only the expense claims that have the **Approved** status. ## Release an individual expense claim 1. Go to the [Expense claims (EP301030)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claims-ep301030/) window. 1. Select the **Approved** filter tab to view only the claims that have been approved and are ready to be released. 1. Locate the expense claim that you want to release, and then click the link in the **Reference no.** field, which brings up the [Expense claim (EP301000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claim-ep301000/) window, where you can view the details of the claim. 1. In the window toolbar, click **Actions** - **Release**. ## Release multiple expense claims 1. Go to the [Release expense claims (EP501000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/release-expense-claims-ep501000/) window. 1. Do one of the following: + To release only certain expense claims, in the unlabelled column, select the check boxes for the claims that you want to release, and then click **Release** in the window toolbar. + To release all listed expense claims, click **Release all** in the window toolbar.

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Windows

 Invoice expense claims /visma-net-erp/help/time-and-expenses/process-expense-claims/invoice-expense-claims page 2026-02-19T17:09:06+01:00 # Invoice expense claims 1. To invoice specific expense claims, select the check box in front of the expense claims you want to invoice. 1. Click **Process**. The status of released expense claims changes to **Invoiced**. > [!NOTE] > To invoice all expense claim displayed in the table, you do not have to select them, just click **Process all**.

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Windows

 Approve expense receipts /visma-net-erp/help/time-and-expenses/process-expense-claims/approve-expense-receipts page After an expense receipt has been taken off hold, it might require approval. 2026-02-19T17:09:06+01:00 # Approve expense receipts After an expense receipt has been taken off hold, it might require approval. You can approve a receipt by using one of the following windows: + [Expense receipts (EP301010)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-receipts-ep301010/) You use this window as a starting point from which you can open each individual expense receipt that you want to approve in the [Expense receipts (EP301010)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-receipts-ep301010/) window and view its details. By using this method, you can also reject each expense receipt. ## Approve an individual expense receipt 1. Go to the [Expense receipts (EP301010)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-receipts-ep301010/) window. 1. In the top part, clear the **Employee** field to see the full list of the expense receipts that you are allowed to access. 1. Select the **Pending approval** filter tab. 1. Click the link in the **Description** column for the expense receipt you want to approve, which brings up the [Expense receipts (EP301010)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-receipts-ep301010/) window with the details of the receipt. 1. If you accept the details of the expense receipt, click **Actions** - **Approve** in the window toolbar. ## Approve multiple expense receipts 1. Go to Approval. 1. Do one of the following: + If you want to approve expense receipts assigned to you, select the **My approvals** filter tab. + If you want to approve expense receipts assigned to you and to the members of your work group, select the **My work group's approvals** filter tab. + If you want to approve expense receipts assigned to you, to the members of your work group, and to the members of the work groups at a lower level in the company tree than your work group, select the **All records** filter tab. 1. Click the header of the **Type** column, and configure the filter so that only expense receipts are listed on the tab. 1. Do one of the following: + To approve only certain expense receipts, in the unlabelled column, select the check boxes for the receipts that you want to approve, and then click **Approve** in the window toolbar. + To approve all listed expense receipts, click **Approve all** in the window toolbar.

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Windows

 Reporting of time /visma-net-erp/help/time-and-expenses/reporting-of-time section Visma Net provides time reporting capabilities that you can use in the following instances: 2026-02-19T17:09:06+01:00 # Reporting of time Visma Net provides time reporting capabilities that you can use in the following instances: + You want to track the time employees spend on individual activities to facilitate the calculation of costs and prices for particular projects and customer services. Employees can use time activities or activities for which employees must report the time that they have spent on them. To enable time activities in the system, you need to enable the **Time reporting on activity** functionality. + You want to track the time employees spend on various activities each week in order to facilitate payroll calculations. For each employee whose time should be reported, you need to select the **Time card is required** check box in the [Employees (EP203000)](/visma-net-erp/help/organisation-structure/organisation-structure-windows/employees-ep203000/) window. A time card is a weekly report on the time spent by the employee on activities. If the **Time reporting on activity** functionality is enabled for your company, you can report working hours by using time cards in combination with time activities. For more information, see: [About time cards](/visma-net-erp/help/time-and-expenses/reporting-of-time/about-time-cards/) Create an employee /visma-net-erp/help/time-and-expenses/reporting-of-time/create-an-employee section 2026-02-19T17:09:06+01:00 # Create an employee 1. Go to the [Employees (EP203000)](/visma-net-erp/help/organisation-structure/organisation-structure-windows/employees-ep203000/) window. 1. Click ![icon-add](/media/visma-net-erp/icon-add.png). 1. On the **General settings** tab, enter at least the last name and the e-mail address of the employee. 1. In the **Employee settings** section, in the **Employee class** field, select the **Employee class** for the employee. The **Branch** field is automatically filled in. 1. In the **Department** field, click ![icon-select](/media/visma-net-erp/icon-select.jpg) and select the department of the employee. 1. Fill in any relevant information on the other tabs, for example an account number for the employee on the **Financial settings** tab, and the cost of the employee on the **Employee cost** tab. 1. Click ![icon-save](/media/visma-net-erp/icon-save.png). You will now get an **Employee ID** for the employee.

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 Create employee classes /visma-net-erp/help/time-and-expenses/reporting-of-time/create-employee-classes section 2026-02-19T17:09:06+01:00 # Create employee classes 1. Go to the [Employee classes (EP202000)](/visma-net-erp/help/organisation-structure/organisation-structure-windows/employee-classes-ep202000/) window. 1. Click ![icon-add](/media/visma-net-erp/icon-add.png). 1. In the **Class ID** field, enter the ID of the new class. The ID can be alphanumeric have a maximum length of 9 characters. 1. In the **Description** field, enter a description for the class. 1. Go to the **General settings** tab. 1. In the **Cash discount account** field, enter the account you want to use for the class. 1. In the **Cash discount subaccount** field, enter the subaccount you want to use for the class. The remaining fields are optional. 1. Click ![icon-save](/media/visma-net-erp/icon-save.png). The new employee class is now created. To create another class, click ![icon-add](/media/visma-net-erp/icon-add.png) When you change a setting for a class, this setting will only change for the new employees you create. It will not change for the existing employees in the class.

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Windows

 Add an employee cost /visma-net-erp/help/time-and-expenses/reporting-of-time/add-an-employee-cost section 2026-02-19T17:09:06+01:00 # Add an employee cost 1. Go to the [Employees (EP203000)](/visma-net-erp/help/organisation-structure/organisation-structure-windows/employees-ep203000/) window. 1. Go to the **Employee cost** tab. 1. Click ![icon-add](/media/visma-net-erp/icon-add.png) to add a new row to the upper table. 1. In the **Effective date** field, select the date from which the type of the employment will be effective for the active employee. 1. In the **Type of employment** field, select the type of employment you want to add for the employee. 1. Fill in the rest of the details in the table. > [!NOTE] > If the selected type of employment is **Hourly**, you cannot define an annual salary amount for the employee. ## Optional step In the **Overrides** table, you can define project-specific information for the employee.

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Windows

 About time cards /visma-net-erp/help/time-and-expenses/reporting-of-time/about-time-cards page To assist with invoicing, calculation of payroll, and estimation of project costs, Visma Net provides time card functionality. 2026-02-19T17:09:06+01:00 # About time cards To assist with invoicing, calculation of payroll, and estimation of project costs, Visma Net provides time card functionality. To assist with invoicing, calculation of payroll, and estimation of project costs, Visma Net provides time card functionality. A time card is a weekly report on time spent on each activity. By using the [Employee time card (EP305000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/employee-time-card-ep305000/) window, employees can enter new time cards or view, edit, or release existing time cards. ## Enabling time cards Time cards are available in Visma Net only if the **Advanced financials** check box is selected in the [Enable/disable functionalities (CS100000)](/visma-net-erp/help/common-settings/enable-or-disable-functionalites/enable-disable-functionalities-cs100000/) window. By default, employees are not required to fill in time cards. However, if time cards are mandatory in your company, you can make them required on a per-employee basis by selecting the **Time card is required** check box in the [Employees (EP203000)](/visma-net-erp/help/organisation-structure/organisation-structure-windows/employees-ep203000/) window. Time cards are always generated successively, which means that you cannot generate a successive time card for a particular week if no time card has been generated for the preceding week. Suppose that the latest time card was generated for an employee a considerable time ago, and now you want to resume the generation of time cards for this employee, but you don't need any time cards for the intervening time interval. To generate multiple empty time cards for the intervening time interval, you can select the employee in the [Employees (EP203000)](/visma-net-erp/help/organisation-structure/organisation-structure-windows/employees-ep203000/) window and then, on the **Employment history** tab, click **Generate time cards** on the table toolbar. ## Accessing time cards In the [Employee time card (EP305000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/employee-time-card-ep305000/) window, you can create, view, or adjust any of the following time cards: + Your time cards + Time cards of the employees for whom you are an appointed delegate + Time cards of the employees who report to you + Time cards assigned to you for approval + Time cards of employees in the work groups at lower levels in the company tree than your work group ## Processing time cards As a rule, each time card passes through several stages, which might include preparation, approval, and release. The processing stage of a time card is indicated by its status. ## Preparing time cards When preparing a time card, an employee reports work time by creating separate records for the following types of activities: + Those associated with different projects or project tasks + Those related to different earning types + Those that are invoiceable and those that are not invoiceable ## Approving time cards A time card cannot be released until it has been approved (if approval is required). If you are an approver, you can approve time cards by using the [Employee time card (EP305000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/employee-time-card-ep305000/) window. ## Using corrective time cards If a released time card doesn't reflect the actual time that the employee spent on activities during the week (for example, if the employee reported 40 hours instead of actual 45 hours), the employee can create a corrective time card by opening the released time card in the [Employee time card (EP305000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/employee-time-card-ep305000/) window and clicking **Actions** > **Correct** in the window toolbar. The data from the original time card is copied to the corrective time card, which has **Correction** in the **Type** field and the reference number of the original time card in the **Orig. reg. no.** read-only field. The employee can adjust the data of the corrective time card as needed before submitting it for approval (if required). After that, the original time card, because it has been replaced by the corrective time card, is no longer available in the [Employee time cards (EP406000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/employee-time-cards-ep406000/) inquiry window. When the corrective time card is released, new transactions are generated for only the difference in the reported hours on this card as compared to the original time card. A released corrective time card can also be corrected. ## Combining time cards and time activities In Visma Net, an employee can report working hours by using time cards in combination with time activities. The reported data from a time activity instantly becomes available in one of the employee's time cards. In the [Employee time card (EP305000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/employee-time-card-ep305000/) window, the employee can view details of all time activities associated with a particular time card. A time card can be approved only if all the activities associated with the time card have been approved. When the time card is released, the associated activities are released automatically. An activity cannot be released on its own if it is associated with a time card. A project transaction may be created during time card release if any of the activities included in the time card is associated with a project. Such transactions can be used for tracking the project costs. For more information about project cost tracking, see: [About project budgets](/visma-net-erp/help/project-accounting/manage-project-budgets/about-project-budgets/)

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Windows

 Create employee time cards /visma-net-erp/help/time-and-expenses/reporting-of-time/create-employee-time-cards section 2026-02-19T17:09:06+01:00 # Create employee time cards 1. Go to the [Employee time cards (EP406000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/employee-time-cards-ep406000/) window. 1. In the **Employee** field, click ![icon-select](/media/visma-net-erp/icon-select.jpg) to select the employee for whom you want to create a new time card. The ID of the currently logged in employee is the default. 1. Click ![icon-add](/media/visma-net-erp/icon-add.png) to add a new employee time card. This opens a new window. 1. In the **Week** field, enter the week number for which you want to create a time card. > [!NOTE] > You can only enter a new time card when the previous time card has been released. 1. In the **Status** field, select the status of the card. 1. Click ![icon-save](/media/visma-net-erp/icon-save.png). You can now start entering the worked hours of the employee into the appropriate fields on the time card. To view and edit the existing time cards, you can sort them by their status with the help of the status tabs.

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Windows

 Release time cards /visma-net-erp/help/time-and-expenses/reporting-of-time/release-time-cards page If you have selected to automatically release documents in the Time and expenses preferences (EP101000) window, time cards will be released automatically once approved. 2026-02-19T17:09:06+01:00 # Release time cards If you have selected to automatically release documents in the Time and expenses preferences (EP101000) window, time cards will be released automatically once approved. For more information: [Time and expenses preferences (EP101000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/time-and-expenses-preferences-ep101000/). If you have not selected this setting, you must release time cards manually. 1. Go to the [Release time cards (EP505010)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/release-time-cards-ep505010/) window. 1. Select the check box to the left of the relevant time card. 1. Click **Release**. The updated balance will be displayed on the **Balance** tab in the [Projects (PM301000)](/visma-net-erp/help/project-accounting/project-accounting-windows/projects-pm301000/) window. > [!NOTE] > If you want to release all time cards, you do not have to select them, just click **Release all**.

Related pages

Windows

 Register time on a project /visma-net-erp/help/time-and-expenses/reporting-of-time/register-time-on-a-project section 2026-02-19T17:09:06+01:00 # Register time on a project 1. Go to the [Employee time cards (EP406000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/employee-time-cards-ep406000/) window. 1. Click ![icon-add](/media/visma-net-erp/icon-add.png) to start a new time card. 1. On the **Summary** tab, enter a line for the project and task(s) you created. Make sure that you register the hours on the right project and task. 1. Once done, click **Actions**, and select **Submit**, or select **Send to Approval**, if your company uses Approval. > [!NOTE] > The transaction is only visible in the project balance after a time card has been released. ## Correct a time card If you discover errors in a time card, you can correct it as follows: 1. Go to the [Employee time cards (EP406000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/employee-time-cards-ep406000/) window. 1. Double-click the incorrect time card. The detailed time card is displayed. 1. Click **Actions** and select **Correct**. > [!NOTE] > You can only correct time cards with the **Released** status. 1. On the **Details** tab, make your corrections. 1. Click **Save and close**. 1. Click **Actions** and select **Submit** or **Send to Approval**. The system automatically calculates the difference between the original time card and the correction, and assigns a new reference number to the corrected time card.

Related pages

Concepts

Tasks

Windows

 Time and expenses windows /visma-net-erp/help/time-and-expenses/time-and-expenses-windows section 2026-02-19T17:09:06+01:00 # Time and expenses windows Invoice expense claims (EP502000) /visma-net-erp/help/time-and-expenses/time-and-expenses-windows/invoice-expense-claims-ep502000 page This window lists all the expense claims that have the Approved status. 2026-02-19T17:09:06+01:00 # Invoice expense claims (EP502000) This window lists all the expense claims that have the Approved status. This topic provides information about the elements in this window in Visma Net, such as fields, field values, buttons, and check boxes. You can invoice either all claims or only selected ones. ## The window toolbar
Element Description
Process Generates invoices for the customers you have selected in the table in the amounts paid to the employees for the post period, and changes the status of the processed claims to Closed.
Process all Generates invoices for all customers listed in the table in the amounts paid to the employees during the post period, and changes the status of the processed claims to Closed.
## The top part By using the elements in this area, you can select the expense claims to be listed by specifying the latest date and the customer or the customer class. Also, you can specify the date on the invoices and the post period to be used for those invoices.
Element Description
Invoice date The date on the invoice charging the customer.
Post period The financial period to post the invoice.
Load claims up to The latest date on the claims to be invoiced to customers.
Customer class The customer class whose customer will be invoiced. You can leave the field blank to view data on customers of all classes.
Customer The customer to be invoiced. You can leave the field blank to view data on all customers.
## The table This area of the window contains the list of customers that can be invoiced for the expense claims, based on the criteria you have selected in the top part.
Element Description
Customer class The customer class of the customer to be charged.
Customer no. The number of the customer to be invoiced.
Customer name The name of the customer to be invoiced.
Location The location of the customer associated with the claim.
Location name The name of the customer location associated with the claim.

Related pages

Concepts

Tasks

 Type of hours (EP102000) /visma-net-erp/help/time-and-expenses/time-and-expenses-windows/type-of-hours-ep102000 page You use this window to add, view, edit, or delete types of hours that can be used in time cards and time activities. 2026-02-19T17:09:06+01:00 # Type of hours (EP102000) You use this window to add, view, edit, or delete types of hours that can be used in time cards and time activities. This topic provides information about the elements in this window in Visma Net, such as fields, field values, buttons, and check boxes. You use this window to add, view, edit, or delete types of hours that can be used in time cards and time activities. > [!NOTE] > You cannot delete types of hours associated with the required time reporting settings that you specify in the [Time and expenses preferences (EP101000)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/time-and-expenses-preferences-ep101000/) window. ## The table
Element Description
Code The unique identifier of the type of hour.
Description The brief description of the type of hour.
Active A check box that indicates (if selected) that the type of hours is activated in the system and can be used.
Overtime A check box that indicates (if selected) that the type of hour is treated as overtime.
Multiplier The value by which the employee cost for this type of hour is multiplied when the time activity is released. You can edit the value only if the Overtime check box is selected.
Invoiceable A check box that indicates (if selected) that the type of hour is treated as invoiceable by default, but activities that have this type of hour can be manually marked as not invoiceable.
Default project code The project automatically associated with any time activity of this type of hour created in the Time and expenses workspace.
Default task The project task automatically associated with any time activity of this type of hour created in the Time and expenses workspace.
Exclude from calculation Used to exclude Type of hours used in time cards from the calculation of invoiceable ratio for the Time card details per employee report.
Employee time activities (EP307000) /visma-net-erp/help/time-and-expenses/time-and-expenses-windows/employee-time-activities-ep307000 page You use this window to view or enter time activities. 2026-02-19T17:09:06+01:00 # Employee time activities (EP307000) You use this window to view or enter time activities. This topic provides information about the elements in this window in Visma Net, such as fields, field values, buttons, and check boxes. ## The top part You use the elements in this area to create a new time activity or to select the existing time activities to be displayed in the table.
Element Description
Employee The name of the employee whose time activities you want to view.
From week The start week of the date range for which you want to view the time activities.
Until week The end date of the date range for which you want to view the time activities.
Project

The project for which you want to list the time activities.

The field is available if the Project accounting functionality is enabled in your system in the Enable/disable functionalities (CS100000) window.
Project task

The project task for which you want to list the time activities.

The field is available if the Project accounting functionality is enabled in your system in the Enable/disable functionalities (CS100000) window.
Include all rejected

A check box that indicates (if selected) that you want to view all time activities, including rejected ones. If the check box is cleared, the list will include all activities except for rejected ones.

By default, this check box is selected.

The field is available if the Project accounting functionality is enabled in your system in the Enable/disable functionalities (CS100000) window.
Element Description
Time spent The regular work hours spent by the employee on the time activities listed in the table.
Invoiceable The invoiceable work hours spent by the employee on the time activities listed in the table.
Element Description
Time spent The overtime spent by the employee on the time activities listed in the table.
Invoiceable The invoiceable overtime spent by the employee on the time activities listed in the table.
Element Description
Time spent The total working time (regular and overtime) spent by the employee on the time activities listed in the table.
Billable The total invoiceable working time (regular and overtime) spent by the employee on the time activities listed in the table.
## The table This table includes the detailed information about the time activities that meet the specified selection criteria.
Button Description
View

Opens in a pop-up window the Activity (CR306010) window with the details of the selected activity, which you can adjust if the activity has the Open or Cancelled status.

This action is applicable only to the time activities created through the Activity (CR306010) window.
Column Description
Hold A check box that indicates (if selected) that the time activity is on hold. Leave the check box cleared to make the time activity available for approval, if approval is required.
Approval status

The status of the time activity record. The following statuses are possible:

Pending approval
The time activity is waiting for approval by the authorised person.
Complete
The time activity has been either approved by the authorised person or accepted without approval.
Rejected
The time activity has been rejected by the authorised person. A warning appears for the rejected record.
Cancelled
The time activity has been cancelled.
Released
The time activity has been released.
Date

The date of the time activity.

The default date is defined by the Default date in time cards setting on the General settings tab of the Employee classes (EP202000) window.
Start time The time when the time activity was created.
Earning type The type of the work time spent by the employee.
Job code

The ID of a particular job that determines payroll rates.

The column is available if the Payroll functionality is enabled in your system in the Enable/disable functionalities (CS100000) window.
Shift Code

The ID of a particular shift worked by the employee.

Employees can receive a premium on their normal wages depending on the work shift.

The column is available if the Multiple work shifts functionality is enabled in your system in the Enable/disable functionalities (CS100000) window.
Task

The task activity associated with the time activity.

Only tasks that belong to the selected employee are available for selection.
Project

The project associated with the time activity.

The column is available if the Project accounting functionality is enabled in your system in the Enable/disable functionalities (CS100000) window.
Project task

The project task associated with the time activity.

The column is available if the Project accounting functionality is enabled in your system in the Enable/disable functionalities (CS100000) window.
Cost code

The cost code with which this activity is associated to track project costs and revenue.

The column is available if the Cost code functionality is enabled in your system in the Enable/disable functionalities (CS100000) window.
Contract

The contract associated with the time activity, which allows invoicing time activities directly through contracts without using the Customer management functionality.

The column is available if the Customer management functionality is enabled in your system in the Enable/disable functionalities (CS100000) window.
Appointment no.

The appointment associated with the activity.

The column is available if the Service management functionality is enabled in your system in the Enable/disable functionalities (CS100000) window.
Customer no.

The customer associated with the appointment.

The column is available if the Service management functionality is enabled in your system in the Enable/disable functionalities (CS100000) window.
Employee line ref.

The line reference number of the service assigned to the appointment.

The column is available if the Service management functionality is enabled in your system in the Enable/disable functionalities (CS100000) window.
Service

The service that the employee has performed during the appointment.

The column is available if the Service management functionality is enabled in your system in the Enable/disable functionalities (CS100000) window.
Time spent The time the employee spent on the time activity.
Invoiceable A check box that indicates (if selected) to indicate that the work hours are invoiceable.
Invoiceable time The invoiceable time for the time activity.
Description The description of the time activity.
Approver A person authorised to approve the time activity. The project manager assigned to the related project can also approve the activity.
Time card ref. The time card associated with the time activity. If this column is empty, the time activity is not yet included in any time card.
Case ID The identifier of the case associated with the time activity.
Contract ID The identifier of the contract associated with the case to which this time activity was added.
Employee time card (EP305000) /visma-net-erp/help/time-and-expenses/time-and-expenses-windows/employee-time-card-ep305000 page You use this window to enter new time cards or adjust existing ones. 2026-02-19T17:09:06+01:00 # Employee time card (EP305000) You use this window to enter new time cards or adjust existing ones. This topic provides information about the elements in this window in Visma Net, such as fields, field values, buttons, and check boxes. You use this window to enter new time cards or adjust existing ones. Each time card should span a one-week period, and a new time card can be entered only when the previous time card has been released. For more information about time cards, see: [About time cards](/visma-net-erp/help/time-and-expenses/reporting-of-time/about-time-cards/) ## The window toolbar
Element Description
Actions

Provides the following menu commands, which you can click to invoke actions:

  • Release: Releases the time card. As a result of this menu command being invoked, the status of the time card changes to Released.

This action is available if the time card has the Approved status.

  • Approve: Approves the time card. As a result of this menu command being invoked, the status of the time card changes to Approved.

This action is available if the Approval workflow functionality is enabled in your system in the Enable/disable functionalities (CS100000) window, and if the time card has the Pending approval status.

  • Reject: Rejects the time card. As a result of this menu command being invoked, the status of the time card changes to Rejected.

This action is available if the Approval workflow functionality is enabled in your system in the window, and if the time card has the Pending approval status.

  • Correct: Updates the released time card. As a result of this menu command being invoked, a new time card of the Correction type is created. The new time card has the On hold status.

This action is available if the time card has the Released status.

  • Submit: Submits the time card for approval. As a result of this menu command being invoked, the status of the time card changes to Pending approval.

This action is available if the time card has the On hold status. If the Time reporting on activity functionality is enabled in your system in the Enable/disable functionalities (CS100000) window, you cannot submit a time card for approval unless all the activities included in the time card have been approved (if required).

  • Put on hold: Puts the time card on hold so it can be adjusted. As a result of this menu command being invoked, the status of the time card changes to On hold.

This action is available if the time card has the Pending approval, Approved, or Rejected status.
View transactions

Opens the Project transactions (PM304000) window, where you can view the list of project transactions that have been created as a result of time cards being released.

This button is available if the time card has the Released status.
## The top part You use the elements in this area to create a new time card or to select an existing time card to view (and edit, if needed) its properties.
Element Description
Ref no. The unique reference number of the time card, which Visma Net automatically assigns according to the numbering sequence specified as the Time card numbering sequence in the Time and expenses preferences (EP101000) window.
Status

The status of the time card, which is set by the system and can be one of the following options:

On hold
The time card is a draft and cannot be released.
Pending approval
The time card has been completed and is ready for approval.
Approved
The time card has been approved.
Rejected
The time card has been rejected.
Released
The time card has been released. If any of the activities from the time card are associated with a specific project, at least one transaction will be generated in the Projects module.
Week The week for which the time card has been created.
Employee The name of the employee whose time card is currently open.
Type

The type of the time card. The following options are available:

Normal
A regular time card
Correction
A corrective time card, which is a time card that updates a released time card
Orig. ref. no.

The reference number of the time card being corrected.

This field is filled in only when Correction is specified in the Type field.
### The Regular section
Element Description
Time spent

The work hours spent by the employee during the week on activities with the Regular hours earning type.

Visma Net handles validation of this amount based on the Regular hours validation setting for the employee in the Employees (EP203000) window.
Invoiceable The invoiceable work hours spent by the employee during the week.
### Overtime section
Element Description
Time spent The work hours spent by the employee during the week on activities with the Overtime earning type.
Invoiceable The invoiceable overtime spent by the employee during the week.
### The Total section
Element Description
Time spent The total working time (regular and overtime) for the week.
Invoiceable The total invoiceable working time (regular and overtime) for the week.
## The Summary tab This tab includes the information on the work hours the employee has spent on specific projects and project tasks broken down by the days of the week.
Element Description
Preload from tasks Opens the Preload from tasks dialog box, where all available tasks are listed. In this dialog box, you can create summary rows with the Type of hour, Project, and Project task values preloaded from the tasks that you select.
Preload from previous time card Copies the data from the time card for the previous week.
Preload holidays

Adds to the table a new row with the holiday earning type specified in the Earning type column and the 8 value in the column of the weekday that is a holiday.

By default, the Project column includes the non-project code, but you can change the value before releasing the time card.
Normalise time card

Adds to the table a new row that completes the number of regular work hours for the week. The missing regular work hours are added starting from Monday.

For instance, if the employee is required to work 40 regular hours per week and the time card includes only 30 regular work hours, when you click this button, the system adds a new row with 8 in the Mon. column and 2 in the Tue. column.
Column Description
Earning type The type of the work time spent by the employee.
Job code

The ID of the particular job that determines payroll rates.

This column is available only if the Payroll functionality is enabled in your system in the Enable/disable functionalities (CS100000) window.
Shift code

The ID of the particular shift worked by the employee.

Employees can receive a premium on their normal wages depending on the work shift.

This column is available only if the Multiple work shifts functionality is enabled in your system in the Enable/disable functionalities (CS100000) window.
Task ID The task activity associated with the time activity. Only tasks that belong to the selected employee are available for selection.
Project

The project that the employee worked on.

This column is available only if the Project accounting functionality is enabled in your system in the Enable/disable functionalities (CS100000) window.
Project task

The project task that the employee worked on. Cancelled project tasks cannot be used in time cards.

This column is available only if the Project accounting functionality is enabled in your system in the Enable/disable functionalities (CS100000) window.
Cost code

The cost code with which this record is associated to track project costs and revenue.

The field is available if the Cost code functionality is enabled in your system in the Enable/disable functionalities (CS100000) window.
Mon The work time reported for Monday, including overtime.
Tue The work time reported for Tuesday, including overtime.
Wed The work time reported for Wednesday, including overtime.
Thu The work time reported for Thursday, including overtime.
Fri The work time reported for Friday, including overtime.
Sat The work time reported for Saturday, including overtime.
Sun The work time reported for Sunday, including overtime.
Time spent The work time (regular and overtime) that the employee spent on the project and task during the week.
Invoiceable A check box that you select to indicate that these work hours are invoiceable.
Description The description of the reported work hours.
Approval status

The approval status, which indicates whether the summary row requires approval and, if it does, what the current state of approval is. The following options are available:

Not required
Approval is not required for the activities in the summary row.
Approved
All activities in the summary row have been approved.
Rejected
All activities in the summary row have been rejected.
Partially
The summary row includes both approved and rejected activities.
Pending
At least one activity included in the summary row is neither approved nor rejected yet.
Approver The ID of the person authorised to approve the activity, if approval is required. This is either the approver of the project task or, if no approver is assigned to the project task, the project manager.
### The Preload from tasks dialog box You can use this dialog box to select the tasks based on which a summary row will be created with the **Earning type**, **Project**, and **Project task** values preloaded from these tasks. The dialog box includes the following elements:
Element Description
ID The identifier of the task.
Summary A summary of the task.
Project The project associated with this task (or the non-project code indicating that this task is not associated with any project defined to Visma Net.
Project task The particular project task with which this task is associated.
Preload from tasks (button) Creates summary rows based on the selected tasks.
Cancel (button) Discards any task selections and closes the dialog box.
## The Details tab This tab includes the detailed information on the work hours the employee has spent on various activities that may be associated with particular projects and project tasks. Cancelled activities are not listed on this tab. If any of the listed activities is associated with a project that has the **Restrict employees** check box selected on the **General settings** tab of the [Projects (PM301000)](/visma-net-erp/help/project-accounting/project-accounting-windows/projects-pm301000/) window, an error may occur during the processing of the time card if the selected employee is not included in the list of employees on the **Employees** tab of the [Projects (PM301000)](/visma-net-erp/help/project-accounting/project-accounting-windows/projects-pm301000/) window for the related project; if that is the case, the employee has to be added to the list of employees for the time card to be available for release (and after the time card has been released, the employee may be removed from the list again). If you delete a detail row in a time card, the corresponding activity is deleted from the system.
Element Description
Add activity Opens the Activity (CR306010) window, which you can use to create a new activity. After adding a new activity, you can report in the time card any work hours spent on that activity.
View Opens in a pop-up window the Activity (CR306010) window with the details of the selected activity, which you can adjust if the activity has the Open or Cancelled status. This action is applicable only to the time activities created through the Activity (CR306010) window.
Date

The date of the record.

The default date is defined by the Default date in time cards setting on the General settings tab of the Employee classes (EP202000) window.
Type of hour The type of work time spent by the employee.
Job code This column is only available if the Payroll functionality is enabled in the Enable/disable functionalities (CS100000) window.
Shift code This column is only available if the Multiple work shifts functionality is enabled in the Enable/disable functionalities (CS100000) window.
Task The task associated with the worked hours
Project The project with which the worked hours are associated. This column is only available if the Project accounting functionality is enabled in the Enable/disable functionalities (CS100000) window.
Project description The description of the project.
Project task The project task associated with the worked hours. This column is only available if the Project accounting functionality is enabled in the Enable/disable functionalities (CS100000) window.
Project task description The description of the project task.
Appointment no. This column is only available if the Service management functionality is enabled in the Enable/disable functionalities (CS100000) window.
Customer no. This column is only available if the Service management functionality is enabled in the Enable/disable functionalities (CS100000) window.
Employee line ref. This column is only available if the Service management functionality is enabled in the Enable/disable functionalities (CS100000) window.
Service This column is only available if the Service management functionality is enabled in the Enable/disable functionalities (CS100000) window.
Time This column is only available if the Service management functionality is enabled in the Enable/disable functionalities (CS100000) window.
Time spent The time the employee spent on the project and task.
Invoiceable A check box that indicates (if selected) that the work hours are by an authorised person.
Invoiceable time The invoiceable time for the employee.
Invoiceable OT The invoiceable overtime for the employee.
Summary The description of the record.
RH The regular work time the employee spent on the project and task.
OT The overtime the employee spent on the project and task.
OT mult. The value by which the employee cost for this earning type is multiplied when the time activity is released.
Approval status The value by which the employee cost for this earning type is multiplied when the time activity is released.
Day

The status of the time activity record, which is one of the following:

Pending approval
The time activity requires approval by an authorised person.
Completed
The time activity has either been approved by an authorised person or accepted without approval.
Rejected
The time activity has been rejected by an authorised person; a warning appears for the rejected record.
Cancelled
The time activity has been cancelled.
Released
The time activity has been released.
Case ID The ID of the case associated with the activity.
Contract ID The ID of the contract associated with the activity.
## The Materials tab
Element Description
Project

The project on which the material has been used.

This column is available only if the Project accounting functionality is enabled in your system in the Enable/disable functionalities (CS100000) window.
Project task

The project task on which the material has been used. Cancelled project tasks cannot be used in time cards.

This column is available only if the Project accounting functionality is enabled in your system in the Enable/disable functionalities (CS100000) window.
Item ID The ID of the material in the Inventory workspace.
Description The description of the material.
UoM The unit of measure used for the material.
Mon. The quantity of the material used on Monday.
Tue. The quantity of the material used on Tuesday.
Wed. The quantity of the material used on Wednesday.
Thu. The quantity of the material used on Thursday.
Fri. The quantity of the material used on Friday.
Sat. The quantity of the material used on Saturday.
Sun. The quantity of the material used on Sunday.
Total qty. The total quantity of the material that was used.
Employee time cards (EP406000) /visma-net-erp/help/time-and-expenses/time-and-expenses-windows/employee-time-cards-ep406000 page In this window, you can enter new employee time cards or view (and edit, if needed) existing ones. 2026-02-19T17:09:06+01:00 # Employee time cards (EP406000) In this window, you can enter new employee time cards or view (and edit, if needed) existing ones. This topic provides information about the elements in this window in Visma Net, such as fields, field values, buttons, and check boxes. In this window, you can enter new employee time cards or view (and edit, if needed) existing ones. You can also create a customized filter tab based on the fields presented in the table. A time card is a document that an employee uses to record the weekly work hours and overtime hours spent by this employee on a project. ## The top part Use the elements in this area to select the employee whose time cards you want to manage.
Element Description
Employee The identifier of the employee whose time cards you want to manage. The ID of the currently signed-in employee is selected by default. You can also select an employee in a work group below your work group in the company tree.
## The table Each tab created displays a table showing a list of time cards that belong to the selected employee.
Column Description
Employee The identifier of the employee whose time card is listed in the table.
Employee name The name of the employee whose time card is listed in the table.
Week The week for which the time card was created.
Status The status of the time card, which can be one of the following options: On hold, Submitted or Released.
Approval status

The approval status of the time card which can be one of the following options: New, Sent to Approval, Pending, Cancelled, Approved, or Rejected.

The approval status is available only if Approval Integration is active.
Comments Shows comments entered on the time card.
Ref. no. The unique reference number of the time card.
Time spent The work hours spent by the employee during the week on activities with the Regular hours earning type.
Overtime spent The work hours spent by the employee during the week on activities with the Overtime earning type.
Total time spent The total working time ( regular and overtime ) for the week.
Invoiceable The invoiceable work hours spent by the employee during the week.
Invoiceable overtime The invoiceable overtime spent by the employee during the week.
Total invoiceable The total invoiceable working time ( regular and overtime ) for the week.
Invoicing ratio The ratio of the total invoiceable time to the total working time in per cent.
Start date week The starting date of the week as defined in the calender.
## The Table filter tabs The time cards are listed on a default set of filter tabs (All records and Active), each with a table that displays records filtered by their status. You can also create a customized filter tab based on the fields presented in the table. In these tables, the time cards that belong to the employee selected in the **Employee** field in the top part are displayed; if the **Employee** field is empty, all time cards to which you have access are displayed. For more information about time cards, see: [About time cards](/visma-net-erp/help/time-and-expenses/reporting-of-time/about-time-cards/)
Filter Description
All records Displays the complete list of employee time cards, regardless of their status.
On hold Displays only the time cards that have the On hold status.
Pending approval Displays only the time cards that have the Pending approval status.
Approved Displays only the time cards that have the Approved status.
Rejected Displays only the time cards that have the Rejected status.
Completed Displays only the time cards that have the Approved or Released status.

Related pages

Concepts

Tasks

Windows

 Expense claim (EP301000) /visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claim-ep301000 page In this window, you can specify the details of a new expense claim. 2026-02-19T17:09:06+01:00 # Expense claim (EP301000) In this window, you can specify the details of a new expense claim. This topic provides information about the elements in this window in Visma Net, such as fields, field values, buttons, and check boxes. In this window, you can specify the details of a new expense claim. Also, you can use this window to view or edit the details of an existing expense claim. For more information about expense claims, see: [About expense claims](/visma-net-erp/help/time-and-expenses/process-expense-claims/about-expense-claims/) ## The window toolbar
Element Description
Actions

Provides the following menu commands, which you can click to invoke actions:

  • Release: Releases the claim; as a result, the system automatically generates an invoice to reimburse the expenses to the employee. If the claim contains invoiceable lines, the system also prepares records for invoicing the customer. When you use this action, the system changes the status of the claim to Released. If the related financial period is closed in Supplier ledger and posting to closed periods is not allowed, you can specify in the Post to period field on the Financial details tab of this form the open period to which the resulting invoice should be posted.

For more information, see: About expense claim release

  • Approve: Approves the claim; it can then be released. When you select this action, the system changes the status of the claim to Approved.

For more information, see: About expense claim approval

  • Reject: Rejects the claim; an employee can then put the claim on hold, make all necessary adjustments, and submit it for approval again. When you select this action, the system changes the status of the claim to Rejected.
  • Submit: Submits the claim for approval. This action is available only if the claim has the On hold status. When you select this action, the system changes the status of the claim to Pending approval (if approval is required) or Approved (if no approval is required).

For more information, see: About expense claim approval

  • Put on hold: Gives the claim the On hold status, so that you can further adjust the claim before submitting it for approval. You can use this action after a claim has been rejected.
Report
  • Print expense claim:
  • Print detailed expense claim Prints a report that contains all details of the claim.
## The top part You can use the elements in this area to create a new claim or to select an existing claim.
Element Description
Ref. no. The unique reference number of the expense claim document, which the system assigns based on the number series specified for claims in the Time and expenses preferences (EP101000) window.
Status

The current status of the expense claim, which is set by the system and can be one of the following options:

On hold
The claim is a draft and cannot be released.
Pending approval
The claim is in the approval process. If the claim is approved, the status changes to Approved.
Approved
The claim has been approved.
Rejected
The claim has been rejected by the approver.
Released
The claim has been released and then a purchase invoice in the employee’s name has been generated.
Date The date when the claim was entered.
Approval date The date when the claim was approved.
Approval status
Description A description of the claim.
External id

This field is automatically populated if the non-stock item is linked to an external expense type in the Expense receipt inbox (EP50605S) window.

Note

This field is only displayed if the Type is Expense and the Expense Integration functionality in the Enable/disable functionalities (CS100000) window is enabled.
Claimed by

The employee who is claiming the expenses.

When the claim is released, a purchase invoice will be generated to this employee.
Currency The currency of the claim.
Department ID The department associated with the expense claim.
Customer

The applicable customer, which should be specified if the employee has incurred the expenses while working for a particular customer.

If a contract or project is selected (in the Contract/project column of the Expense details tab), the customer associated with this contract or project is automatically filled in and this field becomes read-only.
Location The company location associated with the claim.
Claim total The total amount of the claim, which is calculated as the sum of the amounts in the Claim amount column for all the lines specified for the claim, with taxes applied.
VAT taxable total

The document total that is subject to VAT.

This field is available only if the VAT reporting functionality is enabled in the Enable/disable functionalities (CS100000) window. The VAT taxable amount is displayed in this field only if the Include in VAT taxable total check box is selected for the applicable tax in the VAT (TX205000) window. If the check box is cleared, this field will be empty.

If the document contains multiple transactions with different taxes applied and each of the applied taxes has this check box selected, the taxable amount calculated for each line of the document will be added to the VAT taxable total field of the document.
VAT exempt total

The document total that is exempt from VAT. This total is calculated as the taxable amount for the VAT with the Include in VAT exempt total check box selected in the VAT (TX205000) window.

This field is available only if the VAT reporting functionality is enabled in the Enable/disable functionalities (CS100000) window.
VAT total The total amount of taxes calculated on the expense receipts that are included in the expense claim.
## The Expense claim details tab This tab has a table in which you can specify or view the details of the selected claim.
Element Description
Add new receipt Opens the Expense receipt (EP301020) window, where you can enter a new expense receipt, which will be included in this expense claim immediately after you save the changes.
Add receipts Opens the Add receipts dialog box, where you can select unclaimed receipts to be included in the claim.
Show comments history
### The Add receipts dialog box
Element Description
Date The date of the expense receipt.
Ref. no. The reference number of the expense receipt.
Claimed by The name of the employee who is claiming the expenses on the expense receipt.
Branch The company branch that will incur the expenses.
Description The expense description, which is displayed as a link. You can click the link to open the receipt in the Expense receipt (EP301020) window, where you can view and edit its details.
Claim amount The part of the total amount of the receipt to be reimbursed to the employee.
Currency The currency of the expense receipt.
Status The status of the expense receipt. Only receipts with the Open, On hold, or Pending approval status can be added to an expense claim.
Add (button) Adds the selected expense receipts to the claim.
Add and close (button) Adds the selected expense receipts to the claim and closes the dialog box.
Close (button) Closes the dialog box without adding the selected expense receipts (if any) to the claim.
### The Document taxes dialog box
Element Description
Tax discrepancy

The discrepancy between the VAT amounts calculated by the system and the amounts entered in the VAT amount column (for VAT-inclusive items).

The discrepancy should not exceed the rounding limit specified in the Rounding limit field in the General ledger preferences (GL102000) window.
VAT ID The identifier of the specific tax applicable to the expense item specified in the expense receipt.
Tax rate The tax rate used for calculating the tax.
Taxable amount The taxable amount used for calculating a specific tax.
VAT amount The VAT amount for the specific tax.
Deductible tax rate The percent of deduction that applies to the VAT amount paid for specific purchases.
Expense amount Non-deductible VAT amount that is recorded as expenses.
### The table
Element Description
Date The date when the expense was incurred.
Ref. no. The identifier of the transaction.
Expense item The expense identifier, if an expense of this type is listed as a non-stock item.
Description A description of the transaction, which you manually enter for each line of expense.
Quantity The quantity of this expense item.
UoM The unit of measure in which the quantity is shown.
Unit cost The cost of a unit of the item.
Amount The total amount paid for the expense item in the specified quantity.
VAT amount The total VAT amount that is applicable to the expense receipt specified in the expense claim line.
Employee part The part of the total amount that will not be paid back to the employee. The amount depends on the company policy.
Tip amount

The amount of non-taxable tips that will not be included in the tax base of the receipt.

Tips will be included in purchase invoices or sales invoices (if the receipt is invoiceable) as separate document lines for the non-stock item specified in the Non-taxable tip item field on the General settings tab of the Time and expenses preferences (EP101000) window.

This column is available only if the Non-taxable tip item field in the Time and expenses preferences (EP101000) window is not empty.
Claim amount The amount claimed by the employee, which is calculated as the total claim amount minus the employee part.
Currency The currency of the expense receipt. However, if you enter a claim line directly, the currency value is read-only and the same as the claim currency.
Amount in claim curr. The amount claimed by the employee, which is expressed in the currency of the expense claim.
Status The status of the expense receipt, which can be one of the following: On Hold, Open, Pending approval, Released, or Rejected.
Invoiceable A check box that indicates (if selected) that the claim amount (the total amount minus the employee’s part) is invoiceable to the customer.
Project/contract

The project or customer contract associated with the expense claim, if the work performed was for a project or contract.

You can select a project only if the Project accounting functionality is enabled in the Enable/disable functionalities (CS100000) window.
Project description
Project task

The task associated with the project.

This field is available only if the Project accounting functionality is enabled in the Enable/disable functionalities (CS100000) window.
Project task description
Customer

The customer, which should be specified if the employee incurred the expenses while working for a particular customer.

If a contract or project is selected, the customer associated with this contract or project is automatically filled in and the field becomes read-only.
Location The identifier of the customer location associated with the expense, which may have a default value set to the customer location associated with the project or contract if a project or contract has been specified for this details line in the Project/contract column.
Expense account The expense account to which the system should record the part of the expense to be paid back to the employee.
Expense sub. The corresponding subaccount the system uses to record the part of the expense to be paid back to the employee.
Sales account

The sales account to which the system should record the part of the amount to charge the customer for.

If the Invoiceable check box is selected for this detail line, the sales account specified for the expense non-stock item is automatically filled in and the box becomes read-only.
Sales sub.

The corresponding subaccount the system uses to record the amount to charge the customer for.

If the Invoiceable check box is selected for this detail line, the sales subaccount specified for the expense non-stock item is automatically filled in and the box becomes read-only.
VAT category The VAT category associated with the expense receipt selected in the expense claim line.
Ref. no. customers
Pending approver
Approval status
Last approval comment
Paid by Employee or Company. The selected value affects which suspense account from Supplier ledger preferences (AP101000) the system will use when releasing the expense claim.This is a snippet
Net amount
Ref. no. suppliers
VAT calculate mode
VAT zone
## The VAT details tab This tab has a table that holds summary VAT information about the taxes that are applicable to the receipts that are included in the claim. The VAT information on this tab cannot be edited. To correct the VAT information in the claim, you should edit the individual expense receipts included in the claim.
Element Description
VAT discrepancy

The total discrepancy amount between the VAT amounts calculated by the system and the amounts entered in the VAT amount column (for VAT-inclusive items) for all receipts included in the claim.

The discrepancy should not exceed the rounding limit specified in the Rounding limit field in the General ledger preferences (GL102000) window.
VAT ID The identifier of the VAT that is applied to one expense receipt or multiple expense receipts included in the claim.
Tax rate The tax rate for the specific tax.
Taxable amount The taxable amount for a specific tax calculated for the expense receipts included in the claim.
VAT amount The amount of VAT charged for the expense receipts to be claimed.
Deductible Tax rate The percent of the deduction that applies to the tax amount paid.
Expense amount The non-deductible VAT amount that is recorded as expenses.
## The Financial details tab This tab provides information about the documents generated as a result of processing the claim. ### The Link to Supplier ledger section
Element Description
Branch The branch of the employee who is the owner of this claim.
Post to period

The period to which the purchase document should be posted. You select an open period before releasing the expense claim if all of the following conditions are met:

The selected period is copied to the Post period field in the Purchase invoices (AP301000) window for the supplier ledger document created upon the release of the expense claim.

You can edit this setting only after the expense claim has been submitted for approval.
### The table This table lists the documents that have been generated when the expense claim was processed.
Element Description
Type The type of the related document.
Ref. no. The reference number of the related document.
Amount The total amount of the document.
VAT zone The VAT zone specified in the document.
VAT calculation mode The VAT calculation mode specified in the document.
Status The current status of the document.
### The Default VAT information section
Element Description
VAT zone

The VAT zone specified for the expense claim. By default, for newly created claims, this is the VAT zone of the employee claiming the expenses (which is specified in the VAT zone field on the Financial settings tab of the Employees (EP203000) window); for expense claims created from the expense receipts, the VAT zone is copied from the expense receipt.

The employee VAT zone can be overridden in the claim and this overridden zone can be saved and used as the default VAT zone in expense claims and receipts.

The VAT zone specified in this box provides the default value for the expense receipts created from the claim. If the Allow mixed VAT settings check box is selected in the Time and expenses preferences (EP101000) window, a user can combine receipts with different VAT zones into one expense claim.
VAT calculation mode

The tax calculation mode, which defines which amounts (tax-inclusive or tax-exclusive) should be entered in the expense receipt lines for the selected expense item in the Expense receipt (EP301020) window:

VAT settings
The tax amounts in the expense claim lines are calculated according to the settings of the applicable tax or taxes.
Gross
The amounts in the expense claim lines include taxes.
Net
The amounts in the expense claim lines do not include taxes.

In newly created expense claims, the default value specified in this field is Tax settings. In an expense claim created from an expense receipt, the default value is copied from this expense receipt.

If the Allow mixed VAT settings check box is selected in the Time and expenses preferences (EP101000) window, you can combine receipts with different tax calculation modes to one expense claim.

This box appears only if the Net/gross entry mode functionality is enabled in the Enable/disable functionalities (CS100000) window.
## The Approval details tab This tab holds information on approvals of the claim.
Element Description
Approver The user who is assigned to approve the claim.
Approver name The name of the user who is assigned to approve the claim.
Approved by The identifier of the user who actually approved the claim.
Employee name The name of the user who approved the claim.
Date The date of the approval.
Status The approval status of the claim, which can be Pending, Approved, or Rejected.
Work group The work group of the approver.

Related pages

Concepts

Tasks

 Expense claims (EP301030) /visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claims-ep301030 page On this window, you can view lists of existing expense claims and submit them for approval. 2026-02-19T17:09:06+01:00 # Expense claims (EP301030) On this window, you can view lists of existing expense claims and submit them for approval. This topic provides information about the elements in this window in Visma Net, such as fields, field values, buttons, and check boxes. On this window, you can view lists of existing expense claims and submit them for approval. You can also use this window as a starting point to enter new expense receipts or edit exiting ones. Employees use expense claims to claim expenses that they have incurred while performing some work for their organisation. ## The window toolbar
Element Description
Submit

Submits the selected claim for approval. When you invoke this action, the system changes the status of the claim to Pending Approval (if approval is required) or Open (if no approval is required).

You can use this action with claims that have the On hold status.

For more information, see: About expense claim approval
## The top part You use the element in this area to select the employee whose claims you want to manage.
Element Description
Employee

The identifier of the employee whose claims you want to manage.

The ID of the currently signed-in employee is selected by default. You can also select an employee for whom you are an appointed delegate, or an employee in a work group at a lower level in the company tree than your work group.
## The table The table on each tab displays a list of expense claims that belong to the selected employee.
Column Description
Date The date when the claim was entered.
Re. no. The unique reference number of the expense claim document, which the system assigns based on the number series specified for claims in the Time and expenses preferences (EP101000) window.
Status

The current status of the expense claim, which is set by the system and can be one of the following options:

On hold
The claim is a draft and cannot be released.
Pending approval
An authorised user needs to approve the claim. When the claim is approved, the status changes to Approved.
Approved
The claim has been approved.
Rejected
The claim has not been approved.
Released
The claim has been approved and then an Supplier ledger invoice in the employee’s name has been generated.
Description The description specified for the claim.
Claim total The total amount of the claim, which is calculated as the sum of the amounts in the Claim amount column for all the lines specified for the claim, with taxes applied.
Currency The currency of the claim.
Claimed by

The employee who is claiming the expense.

If the claim is released, an Supplier ledger invoice will be generated to this employee.
Created by The name of the user who created the expense claim.
Department ID The department associated with the expense claim.
Approval date The date when the claim was approved.
## The Table filter tabs The expense claims are listed on a default set of filter tabs, each with a table that displays records filtered by their status. In these tables, the claims that belong to the employee selected in the **Employee** field in the top part are displayed; if the **Employee** field is empty, all claims to which you have access are displayed (see: [About expense claims](/visma-net-erp/help/time-and-expenses/process-expense-claims/about-expense-claims/) for details about access to expense claims).
Filter Description
All records Displays the complete list of expense claims, regardless of their status.
On hold Displays only the claims that have the On hold status.
Pending approval Displays only the claims that have the Pending approval status.
Approved Displays only the claims that have the Approved status.
Rejected Displays only the claims that have the Rejected status.
Completed Displays only the claims that have the Released status.
Expense claim status (EP40460S) /visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-claim-status-ep40460s page There are only standards icons in the toolbar. 2026-02-19T17:09:06+01:00 # Expense claim status (EP40460S) There are only standards icons in the toolbar. This topic provides information about the elements in this window in Visma Net, such as fields, field values, buttons, and check boxes. ## The top part There are only standards icons in the toolbar.
Element Description
Employee The identifier of the employee to whom the expense claim is related.
Department The department of the employee to whom the expense claim is related.
Approval status

The status of the expense claim. Available statuses are:

New: the expense claim is newly created and not processed yet.

Cancelled: the expense claim has been cancelled.

Sent to Approval: the expense claim has been sent to Approval.

Pending: the expense claim is pending approval.

Rejected: the expense claim has been rejected.

Approved: the expense claim has been approved.

Error: an error occurred when the system tried to send the expense claim to Approval.
From date The date from which you want to see the expense claims.
To date The date to which you want to see the expense claims.
Project manager The project manager to whom the expense claim is related.
Customer The customer to which the expense claim is related.
From project The first project to which the expense claim is related.
To project The last project to which the expense claim is related.
Approved sum The approved sum of the expense claim.
Rejected sum The rejected sum of the expense claim.
Pending sum The pending sum of the expense claim.
Claim total The total amount of the expense claim.
Sum on hold The sum on hold on the expense claim.
Submitted sum The submitted sum on the expense claim.
Released sum The released sum on the expense claim.
## The table
Element Description
Date The date of the expense claim.
Ref. no. The reference number of the expense claim.
Description The description of the expense claim.
Status The status of the expense claim.
Approval status The Approval status of the expense claim.
Claimed by The name of the employee claiming the expenses.
Department ID The department of the employee to whom the expense claim is related.
Claim total The total amount of the expense claim.
Currency The currency of the expense claim.
Sum on hold The sum on hold on the expense claim.
Submitted sum The submitted sum on the expense claim.
Released sum The released sum on the expense claim.
Approved sum The approved sum of the expense claim.
Rejected sum The rejected sum of the expense claim.
Pending sum The pending sum of the expense claim.
Pending approver The user whose approval is required.
Expense receipt (EP301020) /visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-receipt-ep301020 section In this window, you can specify the details of a new expense receipt. 2026-02-19T17:09:06+01:00 # Expense receipt (EP301020) In this window, you can specify the details of a new expense receipt. This topic provides information about the elements in this window in Visma Net, such as fields, field values, buttons, and check boxes. You can also use this window to view or edit the details of an existing expense receipt. An expense receipt is a document that confirms the expenses that you as an employee have incurred while you performed work for your organisation. This window is only available when you click ![icon-add](/media/visma-net-erp/icon-add.png) in the [Expense receipts (EP301010)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-receipts-ep301010/) window, or if you open an expense receipt from the list to edit it. For information about expense receipts, see: [About expense receipts](/visma-net-erp/help/time-and-expenses/process-expense-claims/about-expense-receipts/) ## The top part You use the elements on this tab to create a new receipt or to select one of the existing receipts.
Element Description
Receipt ID The identifier of the receipt record in the system, which the system assigns automatically when you save a newly entered receipt.
Date The date of the receipt. By default, the current business date is used when a new receipt is created.
Expense item The non-stock item of the expense, which determines the financial accounts, the default VAT category, and the unit of measure used for the receipt.
Claimed by The name of the employee who is claiming the expenses.
Branch

The company branch that will incur the expenses.

If multiple expense receipts associated with different branches are added to one expense claim, the branch specified for the claim on the Financial details tab of the Expense claim (EP301000) window will reimburse the expenses and the branches specified in this field for the receipts will incur the expenses.
Status

The status of the receipt, which is set by the system and can be one of the following:

On hold
The receipt is new and has not been submitted for approval yet, or the receipt has been rejected and then put on hold while a user is adjusting it.
Open
The receipt is ready to be added to a claim after it has been approved (if approval is required for the receipt) or after it has been submitted for further processing (if approval is not required).
Pending approval
The receipt is pending approval.
Rejected
The receipt has been rejected.
Released
The expense claim associated with the receipt has been released.
Claim amount The amount to be reimbursed to the employee, which is calculated by the following rule: Claim amount = Amount + VAT total (if VAT is exclusive) + Tip amount – Employee part.
VAT total The total amount of VAT or taxes calculated for the expense receipt.
## The Receipt details tab You use the elements on this tab to view or edit the details of the receipt. ### The Expense details section
Element Description
Description The description of the expense.
Quantity The quantity of the expense item that the employee purchased according to the receipt. The quantity is expressed in the units of measure specified for the selected expense non-stock item.
Unit cost The cost of one unit of the expense item. If a standard cost is specified for the expense non-stock item, it is used as the default unit cost.
Amount The total amount of the receipt (for VAT-inclusive taxes), or the total amount before taxes (for VAT-exclusive taxes).
UoM The unit of measure of the expense item.
Employee part

The part of the total amount that will not be paid back to the employee.

If the Amount is VAT-inclusive, the Employee part should include VAT as well.
Tip amount

The amount of non-taxable tips that will not be included in the tax base of the receipt.

Tips will be included in purchase or sales invoices (if the receipt is invoiceable) as separate document lines for the non-stock item specified in the Non-taxable tip item field on the General settings tab of the Time and expenses preferences (EP101000) window.

This field is available only if the Non-taxable tip item field in the Time and expenses preferences (EP101000) window.
Currency

The receipt currency, which can be any currency registered in the system. New currencies may be registered in the Currencies (CM202000) window. To change the currency rate, click the Rate selection button.

By default, the receipt currency is the currency specified as the default for the employee.
Ref. no. The reference number, which usually matches the number of the original receipt.
Project/contract

The project or contract, which should be specified if the employee incurred the expenses while working on a particular project or contract.

You can select a project or contract only if the Project accounting or Contract management functionality is enabled in your system in the Enable/disable functionalities (CS100000) window.
Project task

The project task to which the expenses are related.

This field is available only if the Project accounting functionality is enabled in functionality is enabled in your system in the Enable/disable functionalities (CS100000) window.
Expense claim

The expense claim with which the expense receipt is associated. This setting cannot be edited if the receipt is included in a claim that has the Pending approval, Approved, or Released status.

If the receipt has the Rejected status, it cannot be included in any claim (that is, the list of available expense claims is empty for this receipt).
Expense claim status

The current status of the associated expense claim, which can be one of the following options:

On hold
The claim is a draft. This claim may include receipts with any status except Released.
Pending approval
The claim is in the approval process. This claim may include receipts with only the Open status.
Approved
The claim has been approved. This claim may include receipts with only the Open status.
Rejected
The claim has not been approved. This claim may include receipts with only the Open status.
Released
The claim has been released. This claim may include receipts with only the Released status.
### The Expense classification section This section specifies expense classification information.
Element Description
Paid by Employee or Company. The selected value affects which suspense account from Supplier ledger preferences (AP101000) the system will use when releasing the expense claim.This is a snippet
### The VAT info section This section specifies the tax settings that apply to an expense receipt.
Element Description
VAT zone

The VAT zone that applies to the expense receipt. By default, this is the VAT zone of the employee specified in the Claimed by field of the top part. (The VAT zone of an employee is specified in the VAT zone field on the Financial settings tab of the Employees (EP203000) window.)

If you change the default VAT zone inserted in this field, the system asks whether you want to save the new value as the default VAT zone for expense receipts.
VAT calculation mode

The tax calculation mode, which defines which amounts (VAT-inclusive or VAT-exclusive) are specified in the expense receipt:

Gross
The Unit cost, Amount, and Employee part in the expense receipt include the VAT amount.
Net
The Unit cost, Amount, and Employee part in the expense receipt do not include the VAT amount.
VAT settings
The system calculates the tax amount in the expense receipt according to the settings of the applicable tax or taxes.

The default value of this setting is the value specified for the selected expense item.

This field appears only if the Net/gross entry mode functionality is enabled in your system in the Enable/disable functionalities (CS100000) window.
VAT category The tax category for the expense receipt. By default, this is the VAT category specified for the selected expense item in the Stock items (IN202500) window.
### The Financial details section The settings in this section are editable for an expense receipt with the **On hold**, **Open**, or **Pending approval** status or for an expense receipt included in a claim that can be modified (that is, when the claim has the **On hold** status).
Element Description
Invoiceable A check box that indicates (if selected) that the customer should be invoiced for the claim amount. You can use the Invoice expense claims (EP502000) window to invoice the customer if no project is specified.
Customer

The customer, which should be specified if the employee incurred the expenses while working for a particular customer.

If a contract or project is selected, the customer associated with this contract or project is automatically filled in and the field becomes read-only.
Location The location of the customer related to the expenses.
Cost code

The cost code with which this record is associated to track project costs and revenue.

The field is available if the Cost code functionality is enabled in your system in the Enable/disable functionalities (CS100000) window.
Expense account The expense account to which the system records the part of the expense to be paid back to the employee.
Expense sub.

The corresponding subaccount the system uses to record the part of the expense to be paid back to the employee.

The segments of the expense subaccount are combined according to the settings specified in the Time and expenses preferences (EP101000) window.
Sales account

The sales account to which the system records the part of the amount to charge the customer for.

If the Invoiceable check box is selected, the sales account specified for the expense non-stock item is filled in by default.
Sales sub.

The corresponding subaccount the system uses to record the amount to charge the customer for.

If the Invoiceable check box is selected, the sales subaccount specified for the expense non-stock item is filled in by default.

The segments of the sales subaccount are combined according to the settings specified in the Time and expenses preferences (EP101000) window.
### Image
Element Description
Browse Opens the file selection window, where you can select an image to upload.
Upload Uploads the selected image to the system.
## The VAT details tab This tab shows the taxes that apply to the expense receipt and the discrepancy between the calculated tax amounts and the VAT amounts a user entered on this tab.
Element Description
VAT discrepancy

The discrepancy between the VAT amounts calculated by the system and the VAT amounts entered in the VAT amount column (for tax-inclusive items).

The discrepancy should not exceed the rounding limit specified in the Rounding limit field in the General ledger preferences (GL102000) window.
VAT ID The ID of the VAT applied to the expense receipt.
VAT rate The VAT rate used for the tax.
Taxable amount The taxable amount used for calculating the VAT.
VAT amount The calculated VAT amount for the specific VAT.
Deductible VAT rate The percent of deduction that applies to the VAT amount paid.
Expense amount Non-deductible VAT amount that is recorded as expenses.

Related pages

Concepts

Tasks

Windows

 Expense receipts (EP301010) /visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-receipts-ep301010 page In this window, you can view filtered lists of expense receipts or generate expense claims that include all listed receipts or only those you select. 2026-02-19T17:09:06+01:00 # Expense receipts (EP301010) In this window, you can view filtered lists of expense receipts or generate expense claims that include all listed receipts or only those you select. This topic provides information about the elements in this window in Visma Net, such as fields, field values, buttons, and check boxes. In this window, you can view filtered lists of expense receipts or generate expense claims that include all listed receipts or only those you select. You can also use this window as a starting point to enter new expense receipts or edit exiting ones. An expense receipt is a document that confirms the expenses that you as an employee have incurred while performing some work for your organisation. You may claim all or part of the amount of an expense. ## The window toolbar
Element Description
Claim

Generates one expense claim or multiple claims in which the selected receipts (that is, those for which the unlabelled check box is selected) are included. Receipts with only the Open status can be claimed.

When you select multiple receipts, multiple claims may be generated, each including receipts with common properties. The system always generates different claims for receipts that have different employees, branches, or customers. You can then view and work with the generated expense claims in the Expense claims (EP301030) window.
Claim all Generates one expense claim or multiple claims that include all receipts with the Open status listed on the current filter tab.
## The top part You use the element in this area to select the employee whose expense receipts you want to manage.
Element Description
Employee The identifier of the employee whose expense receipts you want to manage. The ID of the currently signed-in employee is selected by default. You can also select an employee for whom you are an appointed delegate, or an employee in a work group at a lower level in the company tree than your work group.
## The table The table on each tab displays a list of expense receipts that belong to you (and to other employees, if you have been appointed as their delegate).
Element Description
Date The date of the expense receipt.
Status The status of the receipt, which can be On hold, Open, Pending approval, Rejected, or Released.
Description The expense description, which is displayed as a link. You can click the link to open the receipt in the Expense receipt (EP301020) window, where you can view and edit its details.
Ref. no. The reference number, which usually matches the number of the original receipt.
Claim amount The part of the total amount to be reimbursed to the employee.
Currency The currency of the expense receipt.
Expense claim ref. no. The reference number of the expense claim (if any) with which the receipt is associated.
Claimed by The name of the employee who is claiming the expenses.
Created by The ID of the employee who registered the receipt.
All records Displays the complete list of expense receipts, regardless of their status.
On hold Displays only the receipts that have the On hold status.
Pending approval Displays only the receipts that have the Pending approval status.
To be claimed Displays only the unclaimed receipts that have the Open status.
Rejected Displays only the receipts that have the Rejected status.
Completed Displays only the receipts that have the Released status.

Related pages

Concepts

Tasks

Windows

 Expense receipt inbox (EP50605S) /visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-receipt-inbox-ep50605s page This window is visible if you have: 2026-02-19T17:09:06+01:00 # Expense receipt inbox (EP50605S) This window is visible if you have: This topic provides information about the elements in this window in Visma Net, such as fields, field values, buttons, and check boxes. + Activated the Expense integration option in the [Enable/disable functionalities (CS100000)](/visma-net-erp/help/common-settings/enable-or-disable-functionalites/enable-disable-functionalities-cs100000/) window + The Project accounting license + Clicked the **Claim Details** button in the [Expense inbox (EP50604S)](/visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-inbox-ep50604s/) window ## The top part
Element Description
External claim ID The ID of the external claim connected with the expense claim.
Internal ref. no The number of the claim in Visma Net.
Description The description of the expense claim.
Claim date The date when the expense claim was created.
Employee ID The ID of the employee to whom the expense claim belongs.
Department The department of the employee.
Total amount The total amount of the expense claim including VAT.
## The table toolbar
Button Description
Link expense item Click this to link the external expense type to an internal expense item.
## The table
Column Description
External expense type ID The ID of the external expense type.
Description The description of the expense receipt.
Internal expense item ID The ID of the internal expense item.
Project ID The ID of the project.
Project description The description of the project.
Project task ID The ID of the project task.
Project task description The description of the project task.
Reinvoiceable A check box that indicates (if selected) that the line amount is invoiceable to the customer.
VAT category ID The VAT category associated with the expense item selected in the expense claim line.
VAT zone ID The VAT zone that applies to the expense receipt. By default, this is the VAT zone of the employee specified in the Claimed by field of the top part. The VAT zone of an employee is specified in the VAT zone field on the Financial settings tab of the Employees (EP203000) window.
Quantity The quantity of this expense item.
UOM The unit of measure in which the quantity is shown.
Amount The total amount paid for the expense item in the specified quantity.
Total excl. VAT amount The amount calculated on the receipt level that is excluding VAT amount.
Total VAT exempt The amount calculated on the receipt level that is exempt from VAT.
VAT amount The total VAT amount that is applicable to the expense receipt specified in the expense claim line.
Currency The currency used on the expense receipt claim.
Account ID The expense account to which the system should record the part of the expense to be paid back to the employee.
Subaccount The corresponding subaccount the system uses to record the part of the expense to be paid back to the employee.
Customer no. The number of the customer to whom the expense receipt belongs.
Customer name The name of the customer to whom the expense receipt belongs.
Location ID The ID of the customer location.
Location name The name of the customer location.
Paid by Employee or Company. The selected value affects which suspense account from Supplier ledger preferences (AP101000) the system will use when releasing the expense claim.This is a snippet

Related pages

Windows

 Missing time cards (EP40480S) /visma-net-erp/help/time-and-expenses/time-and-expenses-windows/missing-time-cards-ep40480s page This inquiry shows missing time cards per week for each employee. 2026-02-19T17:09:06+01:00 # Missing time cards (EP40480S) This inquiry shows missing time cards per week for each employee. This topic provides information about the elements in this window in Visma Net, such as fields, field values, buttons, and check boxes. This inquiry shows missing time cards per week for each employee. The weeks displayed start from the day the employee started working in your company. You can filter on employee, department, from week and to week. The inquiry gives you the total of missing time cards, and any filter you set will be taken in to account. ## The top part
Element Description
Employee The name of the employee.
Department The name of the employee’s department.
From week The week from which you want to search for employee time cards. The default week is the week that the employee started working.
To week The week to which you want to inquire about employee time cards.
Missing time cards total Shows the total number of time cards missing, for all employees displayed. Any filter you set is taken into account.
## The table
Element Description
Employee ID The employee’s ID.
Employee name The employee’s name.
Week The week number that the missing time card is displayed for.
Department The department where the employee works.

Related pages

Concepts

Tasks

Windows

 Release expense claims (EP501000) /visma-net-erp/help/time-and-expenses/time-and-expenses-windows/release-expense-claims-ep501000 page This window lists all the expense claims that are ready for release. 2026-02-19T17:09:06+01:00 # Release expense claims (EP501000) This window lists all the expense claims that are ready for release. This topic provides information about the elements in this window in Visma Net, such as fields, field values, buttons, and check boxes. You can release either all claims or only selected ones. For more information about releasing expense claims, see: [About expense claim release](/visma-net-erp/help/time-and-expenses/process-expense-claims/about-expense-claim-release/) ## The window toolbar
Element Description
Release Releases the claims you have selected in the table and changes their status to Released.
Release all Releases all the claims listed in the table and changes their status to Released.
## The table The table lists the claims that are ready for release.
Element Description
Ref. no. The reference number of the claim from the expense claim number series.
Status The status of the claim.
Date The date of the claim.
Currency The currency of the claim.
Control amount The control amount of the claim.
Claimed by The ID of the employee who claimed the expense.
Employee name The name of the employee claimed the expense.
Department ID The department to which the employee belongs.
Branch The branch where the employee works.

Related pages

Concepts

Tasks

 Expense inbox (EP50604S) /visma-net-erp/help/time-and-expenses/time-and-expenses-windows/expense-inbox-ep50604s page This window is visible if you have: 2026-02-19T17:09:06+01:00 # Expense inbox (EP50604S) This window is visible if you have: This topic provides information about the elements in this window in Visma Net, such as fields, field values, buttons, and check boxes. + Activated the Expense integration option in the [Enable/disable functionalities (CS100000)](/visma-net-erp/help/common-settings/enable-or-disable-functionalites/enable-disable-functionalities-cs100000/) window + The Project accounting license ## The window toolbar
Element Description
Process Processes the expense claims you have selected in the table.
Process all Processes all expense claims in the table.
## The top part By using the elements in this area, you can select the expense claims to be listed.
Element Description
Branch ID The ID of the branch to which the expense claims belong that will be displayed in the table. This field is available only if the Multi-branch support functionality is enabled in Enable/disable functionalities (CS100000).
Inbox status The status of the expense claims you want to view: Error, Blocked, or New.
Employee The employee whose expense claims will be displayed in the table. You can leave the field blank to view data on all employees.
Claim date The date when the expense claim was created.
Customer The customer whose expense claims will be displayed in the table. You can leave the field blank to view data on all customers.
## The table toolbar
Button Description
Link employee Click this to link an employee to the selected expense claim.
Claim details Displays the details of the expense claim in a new window Expense receipt inbox (EP50605S).
Validate manually Click this to validate the selected expense claim manually.
Hide/unhide An expense claim in status Error can be hidden from the inbox by selecting the claim and then clicking the Hide/Unhide button. The claim is then moved to a new status, Hidden. At the moment you can hide the claims one by one. You can always restore the claim to status Error by selecting the claim and clicking the Hide/Unhide button.
## The table
Column Description
Branch The ID of the branch to which the expense claims belong.
Status The Inbox status of the expense claim, selected in the top part.
Status reason The reason for the claim status.
External claim ID The ID of the external claim connected with the expense claim.
Internal ref. no The number of the claim in Visma Net.
Claim date The date when the expense claim was created.
Description The description of the expense claim.
Document status The status of the expense claim
Employee ID The ID of the employee to whom the expense claim belongs.
Employee name The name of the employee to whom the expense claim belongs.
Customer The customer whose employee has created the expense claim.
Customer location The customer location from the project.
Paid date The payment date from the expense claim.
Processing date The date when the expense claim was processed.
Total VAT The sum of all VAT amounts calculated on the receipt level.
Total VAT exempt The sum of all total VAT exempt amounts calculated on the receipt level.
Total excl. VAT amount The sum of all total excl. VAT amounts calculated on the receipt level.
Total amount The total amount of the expense claim including VAT.
Currency The currency used on the expense claim.
Department The department of the employee.

Related pages

Windows

 Release time cards (EP505010) /visma-net-erp/help/time-and-expenses/time-and-expenses-windows/release-time-cards-ep505010 page This window lists all time cards that are ready for release. 2026-02-19T17:09:06+01:00 # Release time cards (EP505010) This window lists all time cards that are ready for release. This topic provides information about the elements in this window in Visma Net, such as fields, field values, buttons, and check boxes. This window lists all time cards that are ready for release. You can release either selected time cards or all of them. After successful completion of the release, the system changes the status of the processed time cards to **Released**. ## The window toolbar
Button Description
Release Releases the time cards you have selected in the table and changes their status to Released.
Release all Releases all the time cards listed in the table and changes their status to Released.
## The table This area of the window contains the list of time cards that are ready to be released.
Column Description
Ref. no. The time card reference number, as assigned by the number series specified in the Time and expenses preferences (EP101000) window as the Time card sequence.
Employee The identifier of the employee.
Employee name The name of the employee.
Week The week of the time card.
Time spent The number of regular work hours spent by the employee according to the time card.
Overtime spent The total overtime spent by the employee according to the time card.
Total time spent The total time spent by the employee according to the time card.
Invoiceable The invoiceable regular work hours spent by the employee according to the time card.
Invoiceable overtime The invoiceable overtime spent by the employee according to the time card.
Total invoiceable The total of invoiceable hours spent by the employee according to the time card.
Approved by The ID of the employee who approved the time card.
Approver name The name of the employee who approved the time card.
Approve date The date when the time card was approved.

Related pages

Tasks

 Time analysis per department (EP40470S) /visma-net-erp/help/time-and-expenses/time-and-expenses-windows/time-analysis-per-department-ep40470s page With this inquiry, you can compare the actual invoicing ratio with the target ratio, which you set in the Employees (EP203000) window. 2026-02-19T17:09:06+01:00 # Time analysis per department (EP40470S) With this inquiry, you can compare the actual invoicing ratio with the target ratio, which you set in the Employees (EP203000) window. For more information: [Employees (EP203000)](/visma-net-erp/help/organisation-structure/organisation-structure-windows/employees-ep203000/). This topic provides information about the elements in this window in Visma Net, such as fields, field values, buttons, and check boxes. With this inquiry, you can compare the actual invoicing ratio with the target ratio, which you set in the [Employees (EP203000)](/visma-net-erp/help/organisation-structure/organisation-structure-windows/employees-ep203000/) window. For each time card, you will see the information of the number of hours registered as regular hours, overtime, public holidays and vacations, as well as the invoicing ratio and target ratio. You can filter on department, from week, until week, Approval status, time card, and labour item. With these filters, you get the sum for the total time spent and the invoiceable ratio and target ratio for the displayed time cards. ## The top part There are only standards icons in the toolbar.
Element Description
Department The name of the department.
From week The week from which you want to see the time spent.
Until week The week to which you want to see the time spent.
Approval status

The status of the time card. Available statuses are:

New: the time card is newly created and not processed yet.

Cancelled: the time card has been cancelled.

Sent to Approval: the time card has been sent to Approval.

Pending: the time card is pending approval.

Rejected: the time card has been rejected.

Approved: the time card has been approved.

Error: an error occurred when the system tried to send the time card to Approval.
Time card Select the time card you want to filter the results on.
Labour item Select the labour item you want to filter the results on.
Total time spent The summarised time worked for the results displayed.
Invoiceable ratio % The percentage of regular hours per week, compared to the invoiceable hours registered in the time card. You set the invoiceable hours in the Employees (EP203000) window, on the Employee cost tab.
Target ratio % The percentage of invoiceable hours you expect of the employee. You set the target ratio in the Employees (EP203000) window, on the General settings tab.
## The table
Element Description
Ref. no. The reference number of the time card.
Employee The employee’s ID.
Employee name The employee’s name.
Department The department where the employee works.
Labour item The labour item the item was registered on.
Approval status The Approval status or the time card.
Total time spent The sum of hour worked.
Invoiceable ratio % The percentage of regular hours per week, compared to the invoiceable hours registered in the time card.
Target ratio in % The percentage of invoiceable hours for the employee.
Overtime spent The number of hours worked as overtime.
Regular hours The number of regular hours worked.
Public holidays The number of public holidays in the selected period.
Vacations The time registered as vacation in the selected period.

Related pages

Windows

 Time and expenses preferences (EP101000) /visma-net-erp/help/time-and-expenses/time-and-expenses-windows/time-and-expenses-preferences-ep101000 page You use this window to configure the Time and expenses workspace. 2026-02-19T17:09:06+01:00 # Time and expenses preferences (EP101000) You use this window to configure the Time and expenses workspace. This topic provides information about the elements in this window in Visma Net, such as fields, field values, buttons, and check boxes. You use this window to configure the Time and expenses workspace. The settings of the workspace include the number series assigned to expense claims and time cards to be used to assign expense claims and time cards for approval. ## General information tab The general settings for the Time and expenses workspace include default options that affect claim and document processing. ### The Number series section
Element Description
Expense claim number series The number series used to automatically assign numbers to expense claim documents as they are created.
Time card number series The number series used to automatically assign numbers to time cards as they are created.
### The Pending approval notification section
Element Description
Expense claim notification

The notification template that the system uses to generate notification emails for employees that approve expense claims.

An employee receives an approval notification when an expense claim requires approval from this employee. You can select a predefined notification template or use the Notification templates (SM204003) window to create a new notification template.

For more information, see: About expense claim approval
### The Posting settings section
Element Description
Automatically release customer documents

If you select this check box, customer documents generated through the Time and expenses workspace (for instance, invoices generated on expense claim release) are released automatically.

If the check box is cleared, the supplier documents can be released only manually in the Customer ledger workspace.

For more information, see: Process customer ledger documents - overview
Automatically release supplier documents

If you select this check box, the supplier documents generated through the Time and expenses workspace (for instance, invoices generated on expense claim release) are released automatically.

If the check box is cleared, the supplier documents can be released only manually in the Supplier ledger workspace.
Automatically release project documents

If you select this check box, the project transactions generated through the Time and expenses workspace are released automatically.

If the check box is cleared, the project transactions can be released only manually in the Projects workspace.
### The Note and file handling section
Element Description
Copy notes to customer documents If you select this check box, the system will copy the notes attached to the expense receipts to the related customer documents, after the expense claim is released.
Copy files to customer documents If you select this check box, the system will copy the files attached to the expense receipts to the related customer documents, after the expense claim is released.
Copy notes to supplier documents If you select this check box, the system will copy the notes attached to an expense claim and its detail lines to the related supplier documents, after the expense claim is released.
Copy files to supplier documents If you select this check box, the system will copy the files attached to an expense claim and its detail lines to the related supplier documents, after the expense claim is released.
Copy notes to project documents

If you select this check box, the system will copy the notes attached to the expense receipts to the related project or contract transactions (if generated), after the expense claim is released.

Note

The notes attached to an activity associated with a project, should be copied to the related project transactions, after the activity is released.
Copy files to project documents

If you select this check box, the system will copy the files attached to the expense receipts to the related project or contract transactions (if generated), after the expense claim is released.

Note

The files attached to an activity associated with a project, should be copied to the related project transactions, after the activity is released.
### The Expense claim settings section By using the **Combine sales sub. from** and **Combine expense sub. from** settings, you can define rules for specifying subaccounts on data entry forms by combining segment values from the subaccounts assigned to the entities involved: company location, customer location, employee, or item.
Element Description
Combine sales sub. from

The subaccount mask that defines the rule of selecting segment values for the sales subaccount to be used on data entry forms in the Time and expenses workspace.

To set up the rule, select a segment, press F3, and select the source of the segment value, which can be one of the following options:

  • C: The subaccount associated with the company location
  • E: The subaccount associated with the employee
  • I: The subaccount associated with the item
  • L: The subaccount associated with the customer location
  • P: The subaccount associated with the project.
  • This option is available only if the Project management functionality is enabled in the Enable/disable functionalities (CS100000) window.
  • T: The subaccount associated with the project task.
  • This option is available only if the Project management functionality is enabled in the Enable/disable functionalities (CS100000) window.

For a segment, the character designating each option is repeated as many times as there are characters in the segment.
Combine expense sub. from

The subaccount mask that defines the rule of selecting segment values for the expense subaccount to be used on data entry forms in the Time and expenses workspace.

To set up the rule, select a segment, press F3, and select the source of the segment value, which can be one of the following options:

  • C: The subaccount associated with the company location
  • E: The subaccount associated with the employee
  • I: The subaccount associated with the item
  • L: The subaccount associated with the customer location
  • P: The subaccount associated with the project.
  • This option is available only if the Project management functionality is enabled in the Enable/disable functionalities (CS100000) window.
  • T: The subaccount associated with the project task.
  • This option is available only if the Project management functionality is enabled in the Enable/disable functionalities (CS100000) window.

For a segment, the character designating each option is repeated as many times as there are characters in the segment.
Non-taxable tip item

The non-stock item that defines non-taxable tips that may be included in purchase and sales invoices as separate document lines.

If a non-stock item is selected in this field, the Tip amount field appears on the Receipt details tab of the Expense receipt (EP301020) window and the Tip amount column appears on the Expense claim details tab of the Expense claim (EP301000) window so users can claim non-taxable tip amounts.

The selected non-stock item must be associated with a VAT category that includes only taxes with zero rates or no taxes at all.
Use receipt accounts for tips

If you select this check box, the following settings on the Receipt details tab of the Expense receipt (EP301020) window are used as the source of the account and subaccount (if subaccounts are in use) to which tip amounts are posted:

  • For purchase invoices, the account and subaccount specified in the Expense account and Expense subaccount fields
  • For sales invoices, the account and subaccount specified in the Sales account and Sales subaccount fields

If the check box is cleared, the following occurs:

  • For purchase invoices, tip amounts are posted to the expense account specified for the tip item, which is selected in the Non-taxable tip item field above, and to the subaccount combined based on the mask specified in the Combine expense sub. from field above, with the tip item used as the source of values for I segments.
  • For sales invoices, tip amounts are posted to the sales account specified for the tip item selected in the Non-taxable tip item field above and to the subaccount combined based on the mask specified in the Combine sales sub. from field above, with the tip item used as the source of values for I segments.

This check box is available only if a non-stock item is selected in the Non-taxable tip item field.
Hold expense claims on entry If you select this check box, a newly created expense claim will have the On hold status by default.
Allow mixed tax settings in claims

If you select this check box, expense receipts with different tax settings (that is, different VAT zones, tax calculation modes, or both) can be processed within one expense claim.

On release of this expense claim, the system generates multiple supplier invoices, each of which contains expense receipts with the same VAT zone and tax calculation mode. If the check box is cleared, the expense claim can include only the expense receipts with the same VAT zone and tax calculation mode specified.
### The Time reporting settings section
Element Description
Require time on activity If you select this check box, the start time is displayed for activities in the Date field in the Activities (EP404300) window.
Default time activity type The type assigned to a time activity when a user creates the activity.
Min. invoiceable time

The minimum time, in minutes, that is included in the invoice when a user runs invoicing for time card or time activity.

For instance: If the value of this setting is 15 (minutes) and the duration of your time activity is 5 minutes, the system will still invoice for 15 minutes.
Regular hours The earning type that the system must treat as regular hours.
Public holidays The earning type that the system must treat as holiday hours.
Holidays The earning type that the system must treat as vacation hours.
Post to off-balance account group

If you select this check box, the transactions originating in the Time and expenses workspace should update the balances of an Off-balance account group or the balances of General ledger accounts.

If this check box is selected, the transactions do not update the General ledger.
Off-balance account group The account group of the Off-balance type to be used to post transactions originating in the Time and expenses workspace.
### The Week settings section
Element Description
Custom week configuration If you select this check box, custom weeks can be configured on the Custom week settings tab.
First day of week The day to be used as the first working day for custom weeks.
## The Approval section
Element Description
Release time card from Approval If you select this check box, the system releases the time sheet from Approval.
Release expenses from Approval If you select this check box, the system releases the expenses from Approval.
Turn off Approval flow for the time cards If you select this check box, the system will not use Approval for time card.
## Custom week settings tab This tab appears only if the **Custom week configuration** check box is selected on the **General settings** tab. On this tab, you can configure the custom weeks for use with time cards. You click the **Generate weeks** button to configure the weeks and to generate the configured custom weeks. Custom weeks are generated according to the following rules: + For a date range that already holds time cards or activities, weeks remain as they were to avoid contradiction between the new numbers for custom weeks and the numbers of the weeks to which existing time cards or activities refer. + For a date range that starts after the latest existing time card or activity, weeks are created in accordance with your settings specified in the **Generate Weeks** dialog box. Custom weeks cannot include more than 7 days. For example: Suppose that an organisation has a financial year based on weeks that start on Monday. The organisation files reports on the 15th day of each month, and in January, it falls on Wednesday. The week used for time cards should end on January 15, and the week will include 3 days. The next week will start on January 16 and will last 4 days. The 3 weeks following the next week will be full calendar weeks. The week that includes February 15 will also be cut into two weeks. ### The top part
Element Description
Year The year for which the list of custom weeks is displayed in the table below.
Generate weeks (button) A button that you click to bring up the Generate weeks dialog box, which you can use to define these weeks and to generate them.
### The table This table displays the generated custom weeks. You can only edit them by starting at the last listed week and working backwards.
Column Description
Number The number of the generated week in the selected year.
Active A check box that indicates that the week is active and available for selection on the data entry forms.
Start The start date of the week.
End The end date of the week.
Full week A check box that indicates whether the custom week is a full calendar week (that is, if it includes 7 days).
### The Generate weeks dialog box
Element Description
From date The date that starts the date range for which the custom weeks will be defined and generated.
Until date The date that ends the date range for which the custom weeks will be defined and generated.
Cut-off day one

The type of the first day within the reporting period that divides the corresponding week into two weeks. You can select one of the following options:

None
There is no such day.
Fixed day of month
The particular day is specified in the Day one field.
End of month
The day that divides the week is the last day of the month.
Day one The particular day of the month that ends the week; this field is available only if Fixed day of month is selected in the Cut-off day one field.
Cut-off day two

The type of the second day within the reporting period that divides the corresponding week into two weeks; this field is available only if Fixed day of month is selected in the Cut-off day one field. You can select one of the following options:

None
There is no such day.
Fixed day of month
The particular day is specified in the Day two field.
End of month
The day that divides the week is the last day of the month.
Day two The particular day of the month that ends the week; this field is available only if the Fixed day of month is selected in the Cut-off day two field.

Related pages

Concepts

Tasks

Windows

 Time card status (EP40450S) /visma-net-erp/help/time-and-expenses/time-and-expenses-windows/time-card-status-ep40450s page Each tab created displays a table showing a list of time cards that belong to the selected employee. 2026-02-19T17:09:06+01:00 # Time card status (EP40450S) Each tab created displays a table showing a list of time cards that belong to the selected employee. This topic provides information about the elements in this window in Visma Net, such as fields, field values, buttons, and check boxes. ## The table Each tab created displays a table showing a list of time cards that belong to the selected employee.
Column Description
Employee The identifier of the employee to whom the time card is related.
Department The department of the employee to whom the time card is related.
Approval status

The approval status of the time card which can be one of the following options: New, Sent to Approval, Pending, Cancelled, Approved, or Rejected.

The approval status is available only if Approval Integration is active.
From week The week from which the time cards will be listed.
Until week The week until which the time cards will be listed.
Project manager The project manager to whom the time card is related.
Customer The customer to which the time card is related.
From project The first project to which the time card is related.
To project The last project to which the time card is related.
Time approved The registered time that is pending approval.
Rejected time The registered time that has been rejected.
Pending time The registered time that is pending approval.
Total time spent The total working time ( regular and overtime ) for the week.
Time on hold The registered time that is on hold.
Submitted time The registered time that has been submitted to payment.
Released time The registered time that has been released.
## The table The table lists the time cards and their statuses according to the selections you have made in the top part.
Element Description
Ref. no. The reference number of the time card.
Week The week for which the time card has registered time.
Status The status of the time card.
Approval status

The approval status of the time card which can be one of the following options: New, Sent to Approval, Pending, Cancelled, Approved, or Rejected.

The approval status is available only if Approval Integration is active.
Employee The identifier of the employee to whom the time card is related.
Employee name The name of the employee to whom the time card is related.
Department The department of the employee to whom the time card is related.
Total time spent The total working time ( regular and overtime ) for the week.
Time on hold The registered time that is on hold.
Submitted time The registered time that has been submitted to payment.
Released time The registered time that has been released.
Time approved The registered time that has been approved.
Rejected time The registered time that has been rejected.
Pending time The registered time that is pending approval.
Pending approver The approver whose approval is pending.
Time and expenses reports /visma-net-erp/help/time-and-expenses/time-and-expenses-reports section With the reports available for the Time and expenses workspace, you can promptly get detailed information about expense claims, review the data, and track expense claims for different branches, departments, and employees. 2026-02-19T17:09:06+01:00 # Time and expenses reports With the reports available for the Time and expenses workspace, you can promptly get detailed information about expense claims, review the data, and track expense claims for different branches, departments, and employees. Because the Time and expenses workspace is tightly integrated with other workspaces, you can find and analyse the exact information you need. You can use flexible selection options and data links to easily drill down from a financial report to any supporting details. Time and expenses reports are generated by user request. They run on only those accounts and subaccounts that the user is authorised to access, based on the user's roles and membership in restriction groups. The reports can be generated in multiple formats, including PDF and HTML. Also, you can print the report you generated or send the report by email. Expense claim details (EP613000) /visma-net-erp/help/time-and-expenses/time-and-expenses-reports/expense-claim-details-ep613000 section This report displays details on expense receipts grouped by expense claims. 2026-02-19T17:09:06+01:00 # Expense claim details (EP613000) This report displays details on expense receipts grouped by expense claims. This topic provides information about the elements in this window in Visma Net, such as fields, field values, buttons, and check boxes. This report displays details on expense receipts grouped by expense claims. All amounts in the report are displayed in the base currency. ## Report parameters You use the following parameters to select the information to be displayed on the report:
Element Description
Company

The company for which you want to view data.

By default, the current company is selected.
Branch The branch for which you want to view data.
Start date

The date that starts the date range for which you want to view data.

By default, the current business date is selected.
End date

The date that ends the date range for which you want to view data.

By default, the current business date is selected.
Employee The employee for whom you want to view data.
Expense ID The ID of the expense item for which you want to view data.
Include unreleased A check box that indicates (if selected) that all expense claims that match the specified criteria will be included in the report, regardless of their status.
## The report settings and options Before running a report, you set a variety of parameters in the report window. You can select a template or manually make selections that affect the information to be collected. Also, you can specify appropriate settings to print or email the report generated. ### The report window toolbar The following table lists the buttons of the report window toolbar when you are configuring a report. {{< vismanet-table >}} {{< vismanet-header-row >}} {{< vismanet-cell header="true" >}}Button{{< /vismanet-cell >}} {{< vismanet-cell header="true" >}}Description{{< /vismanet-cell >}} {{< /vismanet-header-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}![icon-edit](/media/visma-net-erp/icon-edit.png) **Parameters**{{< /vismanet-cell >}} {{< vismanet-cell >}}Navigates to and from the report window to let you change the report parameters.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}![icon-refresh](/media/visma-net-erp/icon-refresh.png) **Cancel**{{< /vismanet-cell >}} {{< vismanet-cell >}}Clears any changes you have made and restores default settings.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Run report{{< /vismanet-cell >}} {{< vismanet-cell >}}Initiates data collection for the report and displays the generated report.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Save template{{< /vismanet-cell >}} {{< vismanet-cell >}}Saves the currently selected report as a template with all the selected settings.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Remove template{{< /vismanet-cell >}} {{< vismanet-cell >}}Removes the previously saved template. This button is available only when you select a template.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Schedule template{{< /vismanet-cell >}} {{< vismanet-cell >}}Opens the **Select schedule name** dialog box, which you can use to schedule the processing of the report. This button is available only when you select a template.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Edit report{{< /vismanet-cell >}} {{< vismanet-cell >}} Opens Visma BI - Report Designer in a new browser tab, where you can edit your report. > [!NOTE] > However, if you are working with a [Balance sheet (GL634000)](/visma-net-erp/help/general-ledger/general-ledger-reports/balance-sheet-gl634000/) report or any Profit and loss report or a [Profit and loss (PM64300S)](/visma-net-erp/help/project-accounting/projects-reports/profit-and-loss-pm64300s/) report, you will be navigated to the [Report definitions (CS206000)](/visma-net-erp/help/general-ledger/general-ledger-windows/report-definitions-cs206000/) window to make your changes there. {{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Export report design{{< /vismanet-cell >}} {{< vismanet-cell >}} Makes a copy of the report that you can import (for example, for another company) by using the ![icon-load-from-file](/media/visma-net-erp/icon-load-from-file.png) button on the **Report versions** tab. Then you select that the copy of the report is not going to be the default version which is used when you click the **Run report** button. This button is only available for users assigned with the Report designer user role. {{< /vismanet-cell >}} {{< /vismanet-row >}} {{< /vismanet-table >}} #### The Select schedule name dialog box {{< vismanet-table >}} {{< vismanet-header-row >}} {{< vismanet-cell header="true" >}}Element{{< /vismanet-cell >}} {{< vismanet-cell header="true" >}}Description{{< /vismanet-cell >}} {{< /vismanet-header-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Schedule{{< /vismanet-cell >}} {{< vismanet-cell >}} The schedule for report processing. Select an existing schedule, or leave the field blank and click **OK** to open the [Automation schedules (SM205020)](/visma-net-erp/help/automation/automation-windows/automation-schedules-sm205020/) window to create a new schedule for running the report. {{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Merge reports{{< /vismanet-cell >}} {{< vismanet-cell >}} When this check box is selected, this report will be merged with the other reports selected for merging into one net report when processed. > [!NOTE] > You can check the reports that will be merged when processed in the [Send reports (SM205060)](/visma-net-erp/help/automation/automation-windows/send-reports-sm205060/) window. {{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Merging order{{< /vismanet-cell >}} {{< vismanet-cell >}}The number of the report in the net report.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< /vismanet-table >}} ### The template area Use the elements in this area to select an existing template and then use the template, share it with other users, or use it as your default report settings. The template area elements, which are available for all reports, are described in the following table. {{< vismanet-table >}} {{< vismanet-header-row >}} {{< vismanet-cell header="true" >}}Element{{< /vismanet-cell >}} {{< vismanet-cell header="true" >}}Description{{< /vismanet-cell >}} {{< /vismanet-header-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Template{{< /vismanet-cell >}} {{< vismanet-cell >}}The template to be used for the report. If any templates were created and saved, you can select a template to use its settings for the report.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Default{{< /vismanet-cell >}} {{< vismanet-cell >}}When this check box is selected, the selected template is marked as the default one for you. A default template cannot be shared.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Shared{{< /vismanet-cell >}} {{< vismanet-cell >}}When this check box is selected, the selected template is shared with other users. A shared template cannot be marked as the default.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Locale{{< /vismanet-cell >}} {{< vismanet-cell >}} A locale that you select to indicate to the system that the report should be prepared with the data translated to the language associated with this locale. > [!NOTE] > This field is displayed if there are multiple active locales in the system. {{< /vismanet-cell >}} {{< /vismanet-row >}} {{< /vismanet-table >}} ### The report toolbar The following table lists the buttons of the toolbar after you run the configured report. {{< vismanet-table >}} {{< vismanet-header-row >}} {{< vismanet-cell header="true" >}}Buttons{{< /vismanet-cell >}} {{< vismanet-cell header="true" >}}Description{{< /vismanet-cell >}} {{< /vismanet-header-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}![icon-edit](/media/visma-net-erp/icon-edit.png) **Parameters**{{< /vismanet-cell >}} {{< vismanet-cell >}}Navigates back to the report window to let you change the report parameters.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}![icon-refresh-report](/media/visma-net-erp/icon-refresh-report.png) **Refresh**{{< /vismanet-cell >}} {{< vismanet-cell >}}Refreshes the information displayed in the report (if any data changes were made).{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Groups{{< /vismanet-cell >}} {{< vismanet-cell >}}Adds to the report a left pane where the report structure is shown. Click a report node to highlight the pertinent data in the right pane.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}![icon-view-pdf](/media/visma-net-erp/icon-view-pdf.png) **View PDF** / **View HTML**{{< /vismanet-cell >}} {{< vismanet-cell >}}Displays the report as a PDF, or displays the report in HTML format. The available button depends on the current report view; if you are viewing a PDF, for instance, you will see the **View HTML** button.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Go to first page (Ctrl + Page up){{< /vismanet-cell >}} {{< vismanet-cell >}}Displays the first page of the report.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Go to previous page (Page up){{< /vismanet-cell >}} {{< vismanet-cell >}}Displays the previous page.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Go to next page (Page down){{< /vismanet-cell >}} {{< vismanet-cell >}}Displays the next page.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Go to last page (Ctrl + Page down){{< /vismanet-cell >}} {{< vismanet-cell >}}Displays the last page of the report.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Print{{< /vismanet-cell >}} {{< vismanet-cell >}}Opens the browser dialog box so you can print the report.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Send{{< /vismanet-cell >}} {{< vismanet-cell >}}Opens the **Email activity** dialog box, which you use to send the report file (in the chosen format) to the specified email address.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Export{{< /vismanet-cell >}} {{< vismanet-cell >}} Allows you to export the data in the chosen format: + **Excel** + **Excel with headers** (this option is only available for ARM reports) + **PDF** {{< /vismanet-cell >}} {{< /vismanet-row >}} {{< /vismanet-table >}} ### The Report parameters tab This tab includes sections where you can specify the contents of the report depending on the current report and vary in the following regards: + How many elements and which elements are available on a particular report + Whether elements contain default values + Whether specific elements require values to be selected + Whether elements may be left blank to let you display a broader range of data ### The Additional sort and filters tab If you are working with a [Balance sheet (GL634000)](/visma-net-erp/help/general-ledger/general-ledger-reports/balance-sheet-gl634000/) report or any Profit and loss report or a [Profit and loss (PM64300S)](/visma-net-erp/help/project-accounting/projects-reports/profit-and-loss-pm64300s/) report, this tab is not shown in your report window. The **Additional sort and filters** tab contains additional sorting and filtering conditions: Additional sorting conditions : Defines the sorting order. You can add a line, select one of the report-specific properties, and select the **Descending** or **Ascending** sort order for the column. Additional filtering conditions : Defines the report filter. You can add a line, select one of the report-specific properties, and define a condition and its value. The list of conditions includes one-operand and two-operand conditions. To create a more complicated logical expression, you can use brackets and logical operations between brackets. ### The Print and email settings tab #### The Print settings section If you plan to print the report or save the report as a PDF, select the appropriate settings in the **Print settings** section. {{< vismanet-table >}} {{< vismanet-header-row >}} {{< vismanet-cell header="true" >}}Element{{< /vismanet-cell >}} {{< vismanet-cell header="true" >}}Description{{< /vismanet-cell >}} {{< /vismanet-header-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Deleted records{{< /vismanet-cell >}} {{< vismanet-cell >}} Selects the visibility of the data deleted from the database. + **Hide** + **Print** + **Only** {{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Print all pages{{< /vismanet-cell >}} {{< vismanet-cell >}}Prints all pages of the report.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Print in PDF format{{< /vismanet-cell >}} {{< vismanet-cell >}}Displays the report in PDF format.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Compress PDF file{{< /vismanet-cell >}} {{< vismanet-cell >}}Indicates that the system will generate a compressed PDF.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Embed fonts in PDF file{{< /vismanet-cell >}} {{< vismanet-cell >}}Indicates that the system will generate the PDF with fonts embedded.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< /vismanet-table >}} #### The Email settings section If you plan to send the report as an email, in the **Email settings** section, specify the format in which the report will be sent, as well as the email subject, the recipients of copies of the report, and the email of the recipient. {{< vismanet-table >}} {{< vismanet-header-row >}} {{< vismanet-cell header="true" >}}Field{{< /vismanet-cell >}} {{< vismanet-cell header="true" >}}Description{{< /vismanet-cell >}} {{< /vismanet-header-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Format{{< /vismanet-cell >}} {{< vismanet-cell >}} The format in which the report will be emailed: + **HTML** + **PDF** + **Excel** + **Excel with header** (this option is only available for ARM reports) > [!NOTE] > The merge function for reports in Excel format is not supported. If you want to merge a report with other reports and send an aggregated report by email, you should select either the HTML or PDF format for the report. {{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}To{{< /vismanet-cell >}} {{< vismanet-cell >}}The email address of the recipient.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Cc{{< /vismanet-cell >}} {{< vismanet-cell >}}An additional addressee to receive a carbon copy ( **Cc** ) of the email.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Bcc{{< /vismanet-cell >}} {{< vismanet-cell >}}The email address of anyone to receive a blind carbon copy ( **Bcc** ) of the email; an address you enter in this box will be hidden from other recipients.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Subject{{< /vismanet-cell >}} {{< vismanet-cell >}}The subject of the email.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< /vismanet-table >}} ### The Report versions tab This tab shows the data only to users assigned with the Report designer user role If the report has multiple versions, you can select one of them. {{< vismanet-table >}} {{< vismanet-header-row >}} {{< vismanet-cell header="true" >}}Button{{< /vismanet-cell >}} {{< vismanet-cell header="true" >}}Description{{< /vismanet-cell >}} {{< /vismanet-header-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Edit version{{< /vismanet-cell >}} {{< vismanet-cell >}}Click this to edit the selection version of the report.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Refresh dataset{{< /vismanet-cell >}} {{< vismanet-cell >}}Click this button to refresh the data set you have selected.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Activate{{< /vismanet-cell >}} {{< vismanet-cell >}}Temporarily activates the selected report.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}![icon-load-from-file](/media/visma-net-erp/icon-load-from-file.png) **Import report design**{{< /vismanet-cell >}} {{< vismanet-cell >}} Click this button to select an exported report you want to import into this company. This button is only available for users assigned with the Report designer user role. The imported report will be set as the active report. {{< /vismanet-cell >}} {{< /vismanet-row >}} {{< /vismanet-table >}} {{< vismanet-table >}} {{< vismanet-header-row >}} {{< vismanet-cell header="true" >}}Column{{< /vismanet-cell >}} {{< vismanet-cell header="true" >}}Description{{< /vismanet-cell >}} {{< /vismanet-header-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Version{{< /vismanet-cell >}} {{< vismanet-cell >}}The number of the report version.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Description{{< /vismanet-cell >}} {{< vismanet-cell >}}The description of the report version.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Active{{< /vismanet-cell >}} {{< vismanet-cell >}}When this check box is selected, the report version is active.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Created{{< /vismanet-cell >}} {{< vismanet-cell >}}The creation date of the report version.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Not default dataset{{< /vismanet-cell >}} {{< vismanet-cell >}}This check box is automatically selected if the report version is an import of an external report.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< /vismanet-table >}}

Related pages

Concepts

Tasks

Windows

 Expense claim details by department (EP614010) /visma-net-erp/help/time-and-expenses/time-and-expenses-reports/expense-claim-details-by-department-ep614010 section This report displays information about claimed expenses grouped by department. 2026-02-19T17:09:06+01:00 # Expense claim details by department (EP614010) This report displays information about claimed expenses grouped by department. This topic provides information about the elements in this window in Visma Net, such as fields, field values, buttons, and check boxes. This report displays information about claimed expenses grouped by department. The format of the displayed data depends on the **Format** parameter. ## Report parameters You use the following parameters to select the information to be displayed on the report:
Element Description
Format

The format of the report, which can be one of the following options:

By department
To view the list of claimed expenses grouped by department
By department and expense ID
To view the list of claimed expenses grouped by department and broken down by expense item
Company

The company for which you want to view data.

By default, the current company is selected.
Branch The branch for which you want to view data.
Start date

The date that starts the date range for which you want to view data.

By default, the current business date is selected.
End date

The date that ends the date range for which you want to view data.

By default, the current business date is selected.
Department The department for which you want to view data.
Employee The employee for whom you want to view data.
Expense ID The ID of the expense item for which you want to view data.
## The report settings and options Before running a report, you set a variety of parameters in the report window. You can select a template or manually make selections that affect the information to be collected. Also, you can specify appropriate settings to print or email the report generated. ### The report window toolbar The following table lists the buttons of the report window toolbar when you are configuring a report. {{< vismanet-table >}} {{< vismanet-header-row >}} {{< vismanet-cell header="true" >}}Button{{< /vismanet-cell >}} {{< vismanet-cell header="true" >}}Description{{< /vismanet-cell >}} {{< /vismanet-header-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}![icon-edit](/media/visma-net-erp/icon-edit.png) **Parameters**{{< /vismanet-cell >}} {{< vismanet-cell >}}Navigates to and from the report window to let you change the report parameters.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}![icon-refresh](/media/visma-net-erp/icon-refresh.png) **Cancel**{{< /vismanet-cell >}} {{< vismanet-cell >}}Clears any changes you have made and restores default settings.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Run report{{< /vismanet-cell >}} {{< vismanet-cell >}}Initiates data collection for the report and displays the generated report.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Save template{{< /vismanet-cell >}} {{< vismanet-cell >}}Saves the currently selected report as a template with all the selected settings.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Remove template{{< /vismanet-cell >}} {{< vismanet-cell >}}Removes the previously saved template. This button is available only when you select a template.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Schedule template{{< /vismanet-cell >}} {{< vismanet-cell >}}Opens the **Select schedule name** dialog box, which you can use to schedule the processing of the report. This button is available only when you select a template.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Edit report{{< /vismanet-cell >}} {{< vismanet-cell >}} Opens Visma BI - Report Designer in a new browser tab, where you can edit your report. > [!NOTE] > However, if you are working with a [Balance sheet (GL634000)](/visma-net-erp/help/general-ledger/general-ledger-reports/balance-sheet-gl634000/) report or any Profit and loss report or a [Profit and loss (PM64300S)](/visma-net-erp/help/project-accounting/projects-reports/profit-and-loss-pm64300s/) report, you will be navigated to the [Report definitions (CS206000)](/visma-net-erp/help/general-ledger/general-ledger-windows/report-definitions-cs206000/) window to make your changes there. {{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Export report design{{< /vismanet-cell >}} {{< vismanet-cell >}} Makes a copy of the report that you can import (for example, for another company) by using the ![icon-load-from-file](/media/visma-net-erp/icon-load-from-file.png) button on the **Report versions** tab. Then you select that the copy of the report is not going to be the default version which is used when you click the **Run report** button. This button is only available for users assigned with the Report designer user role. {{< /vismanet-cell >}} {{< /vismanet-row >}} {{< /vismanet-table >}} #### The Select schedule name dialog box {{< vismanet-table >}} {{< vismanet-header-row >}} {{< vismanet-cell header="true" >}}Element{{< /vismanet-cell >}} {{< vismanet-cell header="true" >}}Description{{< /vismanet-cell >}} {{< /vismanet-header-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Schedule{{< /vismanet-cell >}} {{< vismanet-cell >}} The schedule for report processing. Select an existing schedule, or leave the field blank and click **OK** to open the [Automation schedules (SM205020)](/visma-net-erp/help/automation/automation-windows/automation-schedules-sm205020/) window to create a new schedule for running the report. {{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Merge reports{{< /vismanet-cell >}} {{< vismanet-cell >}} When this check box is selected, this report will be merged with the other reports selected for merging into one net report when processed. > [!NOTE] > You can check the reports that will be merged when processed in the [Send reports (SM205060)](/visma-net-erp/help/automation/automation-windows/send-reports-sm205060/) window. {{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Merging order{{< /vismanet-cell >}} {{< vismanet-cell >}}The number of the report in the net report.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< /vismanet-table >}} ### The template area Use the elements in this area to select an existing template and then use the template, share it with other users, or use it as your default report settings. The template area elements, which are available for all reports, are described in the following table. {{< vismanet-table >}} {{< vismanet-header-row >}} {{< vismanet-cell header="true" >}}Element{{< /vismanet-cell >}} {{< vismanet-cell header="true" >}}Description{{< /vismanet-cell >}} {{< /vismanet-header-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Template{{< /vismanet-cell >}} {{< vismanet-cell >}}The template to be used for the report. If any templates were created and saved, you can select a template to use its settings for the report.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Default{{< /vismanet-cell >}} {{< vismanet-cell >}}When this check box is selected, the selected template is marked as the default one for you. A default template cannot be shared.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Shared{{< /vismanet-cell >}} {{< vismanet-cell >}}When this check box is selected, the selected template is shared with other users. A shared template cannot be marked as the default.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Locale{{< /vismanet-cell >}} {{< vismanet-cell >}} A locale that you select to indicate to the system that the report should be prepared with the data translated to the language associated with this locale. > [!NOTE] > This field is displayed if there are multiple active locales in the system. {{< /vismanet-cell >}} {{< /vismanet-row >}} {{< /vismanet-table >}} ### The report toolbar The following table lists the buttons of the toolbar after you run the configured report. {{< vismanet-table >}} {{< vismanet-header-row >}} {{< vismanet-cell header="true" >}}Buttons{{< /vismanet-cell >}} {{< vismanet-cell header="true" >}}Description{{< /vismanet-cell >}} {{< /vismanet-header-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}![icon-edit](/media/visma-net-erp/icon-edit.png) **Parameters**{{< /vismanet-cell >}} {{< vismanet-cell >}}Navigates back to the report window to let you change the report parameters.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}![icon-refresh-report](/media/visma-net-erp/icon-refresh-report.png) **Refresh**{{< /vismanet-cell >}} {{< vismanet-cell >}}Refreshes the information displayed in the report (if any data changes were made).{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Groups{{< /vismanet-cell >}} {{< vismanet-cell >}}Adds to the report a left pane where the report structure is shown. Click a report node to highlight the pertinent data in the right pane.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}![icon-view-pdf](/media/visma-net-erp/icon-view-pdf.png) **View PDF** / **View HTML**{{< /vismanet-cell >}} {{< vismanet-cell >}}Displays the report as a PDF, or displays the report in HTML format. The available button depends on the current report view; if you are viewing a PDF, for instance, you will see the **View HTML** button.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Go to first page (Ctrl + Page up){{< /vismanet-cell >}} {{< vismanet-cell >}}Displays the first page of the report.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Go to previous page (Page up){{< /vismanet-cell >}} {{< vismanet-cell >}}Displays the previous page.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Go to next page (Page down){{< /vismanet-cell >}} {{< vismanet-cell >}}Displays the next page.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Go to last page (Ctrl + Page down){{< /vismanet-cell >}} {{< vismanet-cell >}}Displays the last page of the report.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Print{{< /vismanet-cell >}} {{< vismanet-cell >}}Opens the browser dialog box so you can print the report.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Send{{< /vismanet-cell >}} {{< vismanet-cell >}}Opens the **Email activity** dialog box, which you use to send the report file (in the chosen format) to the specified email address.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Export{{< /vismanet-cell >}} {{< vismanet-cell >}} Allows you to export the data in the chosen format: + **Excel** + **Excel with headers** (this option is only available for ARM reports) + **PDF** {{< /vismanet-cell >}} {{< /vismanet-row >}} {{< /vismanet-table >}} ### The Report parameters tab This tab includes sections where you can specify the contents of the report depending on the current report and vary in the following regards: + How many elements and which elements are available on a particular report + Whether elements contain default values + Whether specific elements require values to be selected + Whether elements may be left blank to let you display a broader range of data ### The Additional sort and filters tab If you are working with a [Balance sheet (GL634000)](/visma-net-erp/help/general-ledger/general-ledger-reports/balance-sheet-gl634000/) report or any Profit and loss report or a [Profit and loss (PM64300S)](/visma-net-erp/help/project-accounting/projects-reports/profit-and-loss-pm64300s/) report, this tab is not shown in your report window. The **Additional sort and filters** tab contains additional sorting and filtering conditions: Additional sorting conditions : Defines the sorting order. You can add a line, select one of the report-specific properties, and select the **Descending** or **Ascending** sort order for the column. Additional filtering conditions : Defines the report filter. You can add a line, select one of the report-specific properties, and define a condition and its value. The list of conditions includes one-operand and two-operand conditions. To create a more complicated logical expression, you can use brackets and logical operations between brackets. ### The Print and email settings tab #### The Print settings section If you plan to print the report or save the report as a PDF, select the appropriate settings in the **Print settings** section. {{< vismanet-table >}} {{< vismanet-header-row >}} {{< vismanet-cell header="true" >}}Element{{< /vismanet-cell >}} {{< vismanet-cell header="true" >}}Description{{< /vismanet-cell >}} {{< /vismanet-header-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Deleted records{{< /vismanet-cell >}} {{< vismanet-cell >}} Selects the visibility of the data deleted from the database. + **Hide** + **Print** + **Only** {{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Print all pages{{< /vismanet-cell >}} {{< vismanet-cell >}}Prints all pages of the report.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Print in PDF format{{< /vismanet-cell >}} {{< vismanet-cell >}}Displays the report in PDF format.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Compress PDF file{{< /vismanet-cell >}} {{< vismanet-cell >}}Indicates that the system will generate a compressed PDF.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Embed fonts in PDF file{{< /vismanet-cell >}} {{< vismanet-cell >}}Indicates that the system will generate the PDF with fonts embedded.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< /vismanet-table >}} #### The Email settings section If you plan to send the report as an email, in the **Email settings** section, specify the format in which the report will be sent, as well as the email subject, the recipients of copies of the report, and the email of the recipient. {{< vismanet-table >}} {{< vismanet-header-row >}} {{< vismanet-cell header="true" >}}Field{{< /vismanet-cell >}} {{< vismanet-cell header="true" >}}Description{{< /vismanet-cell >}} {{< /vismanet-header-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Format{{< /vismanet-cell >}} {{< vismanet-cell >}} The format in which the report will be emailed: + **HTML** + **PDF** + **Excel** + **Excel with header** (this option is only available for ARM reports) > [!NOTE] > The merge function for reports in Excel format is not supported. If you want to merge a report with other reports and send an aggregated report by email, you should select either the HTML or PDF format for the report. {{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}To{{< /vismanet-cell >}} {{< vismanet-cell >}}The email address of the recipient.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Cc{{< /vismanet-cell >}} {{< vismanet-cell >}}An additional addressee to receive a carbon copy ( **Cc** ) of the email.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Bcc{{< /vismanet-cell >}} {{< vismanet-cell >}}The email address of anyone to receive a blind carbon copy ( **Bcc** ) of the email; an address you enter in this box will be hidden from other recipients.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Subject{{< /vismanet-cell >}} {{< vismanet-cell >}}The subject of the email.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< /vismanet-table >}} ### The Report versions tab This tab shows the data only to users assigned with the Report designer user role If the report has multiple versions, you can select one of them. {{< vismanet-table >}} {{< vismanet-header-row >}} {{< vismanet-cell header="true" >}}Button{{< /vismanet-cell >}} {{< vismanet-cell header="true" >}}Description{{< /vismanet-cell >}} {{< /vismanet-header-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Edit version{{< /vismanet-cell >}} {{< vismanet-cell >}}Click this to edit the selection version of the report.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Refresh dataset{{< /vismanet-cell >}} {{< vismanet-cell >}}Click this button to refresh the data set you have selected.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Activate{{< /vismanet-cell >}} {{< vismanet-cell >}}Temporarily activates the selected report.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}![icon-load-from-file](/media/visma-net-erp/icon-load-from-file.png) **Import report design**{{< /vismanet-cell >}} {{< vismanet-cell >}} Click this button to select an exported report you want to import into this company. This button is only available for users assigned with the Report designer user role. The imported report will be set as the active report. {{< /vismanet-cell >}} {{< /vismanet-row >}} {{< /vismanet-table >}} {{< vismanet-table >}} {{< vismanet-header-row >}} {{< vismanet-cell header="true" >}}Column{{< /vismanet-cell >}} {{< vismanet-cell header="true" >}}Description{{< /vismanet-cell >}} {{< /vismanet-header-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Version{{< /vismanet-cell >}} {{< vismanet-cell >}}The number of the report version.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Description{{< /vismanet-cell >}} {{< vismanet-cell >}}The description of the report version.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Active{{< /vismanet-cell >}} {{< vismanet-cell >}}When this check box is selected, the report version is active.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Created{{< /vismanet-cell >}} {{< vismanet-cell >}}The creation date of the report version.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Not default dataset{{< /vismanet-cell >}} {{< vismanet-cell >}}This check box is automatically selected if the report version is an import of an external report.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< /vismanet-table >}}

Related pages

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Tasks

Windows

 Expense claim details by employee (EP614020) /visma-net-erp/help/time-and-expenses/time-and-expenses-reports/expense-claim-details-by-employee-ep614020 section This report displays information about claimed expenses grouped by employee. 2026-02-19T17:09:06+01:00 # Expense claim details by employee (EP614020) This report displays information about claimed expenses grouped by employee. This topic provides information about the elements in this window in Visma Net, such as fields, field values, buttons, and check boxes. This report displays information about claimed expenses grouped by employee. The format of the displayed data depends on the **Format** parameter. ## Report parameters You use the following parameters to select the information to be displayed on the report:
Element Description
Format

The format of the report, which can be one of the following options:

By employee
To view the list of claimed expenses grouped by employee
By employee and expense ID
To view the list of claimed expenses grouped by employee and broken down by expense item
Company

The company for which you want to view data.

By default, the current company is selected.
Branch The branch for which you want to view data.
Start date

The date that starts the date range for which you want to view data.

By default, the current business date is selected.
End date

The date that ends the date range for which you want to view data.

By default, the current business date is selected.
Department The department for which you want to view data.
Employee The employee for whom you want to view data.
Expense ID The ID of the expense item for which you want to view data.
## The report settings and options Before running a report, you set a variety of parameters in the report window. You can select a template or manually make selections that affect the information to be collected. Also, you can specify appropriate settings to print or email the report generated. ### The report window toolbar The following table lists the buttons of the report window toolbar when you are configuring a report. {{< vismanet-table >}} {{< vismanet-header-row >}} {{< vismanet-cell header="true" >}}Button{{< /vismanet-cell >}} {{< vismanet-cell header="true" >}}Description{{< /vismanet-cell >}} {{< /vismanet-header-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}![icon-edit](/media/visma-net-erp/icon-edit.png) **Parameters**{{< /vismanet-cell >}} {{< vismanet-cell >}}Navigates to and from the report window to let you change the report parameters.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}![icon-refresh](/media/visma-net-erp/icon-refresh.png) **Cancel**{{< /vismanet-cell >}} {{< vismanet-cell >}}Clears any changes you have made and restores default settings.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Run report{{< /vismanet-cell >}} {{< vismanet-cell >}}Initiates data collection for the report and displays the generated report.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Save template{{< /vismanet-cell >}} {{< vismanet-cell >}}Saves the currently selected report as a template with all the selected settings.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Remove template{{< /vismanet-cell >}} {{< vismanet-cell >}}Removes the previously saved template. This button is available only when you select a template.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Schedule template{{< /vismanet-cell >}} {{< vismanet-cell >}}Opens the **Select schedule name** dialog box, which you can use to schedule the processing of the report. This button is available only when you select a template.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Edit report{{< /vismanet-cell >}} {{< vismanet-cell >}} Opens Visma BI - Report Designer in a new browser tab, where you can edit your report. > [!NOTE] > However, if you are working with a [Balance sheet (GL634000)](/visma-net-erp/help/general-ledger/general-ledger-reports/balance-sheet-gl634000/) report or any Profit and loss report or a [Profit and loss (PM64300S)](/visma-net-erp/help/project-accounting/projects-reports/profit-and-loss-pm64300s/) report, you will be navigated to the [Report definitions (CS206000)](/visma-net-erp/help/general-ledger/general-ledger-windows/report-definitions-cs206000/) window to make your changes there. {{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Export report design{{< /vismanet-cell >}} {{< vismanet-cell >}} Makes a copy of the report that you can import (for example, for another company) by using the ![icon-load-from-file](/media/visma-net-erp/icon-load-from-file.png) button on the **Report versions** tab. Then you select that the copy of the report is not going to be the default version which is used when you click the **Run report** button. This button is only available for users assigned with the Report designer user role. {{< /vismanet-cell >}} {{< /vismanet-row >}} {{< /vismanet-table >}} #### The Select schedule name dialog box {{< vismanet-table >}} {{< vismanet-header-row >}} {{< vismanet-cell header="true" >}}Element{{< /vismanet-cell >}} {{< vismanet-cell header="true" >}}Description{{< /vismanet-cell >}} {{< /vismanet-header-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Schedule{{< /vismanet-cell >}} {{< vismanet-cell >}} The schedule for report processing. Select an existing schedule, or leave the field blank and click **OK** to open the [Automation schedules (SM205020)](/visma-net-erp/help/automation/automation-windows/automation-schedules-sm205020/) window to create a new schedule for running the report. {{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Merge reports{{< /vismanet-cell >}} {{< vismanet-cell >}} When this check box is selected, this report will be merged with the other reports selected for merging into one net report when processed. > [!NOTE] > You can check the reports that will be merged when processed in the [Send reports (SM205060)](/visma-net-erp/help/automation/automation-windows/send-reports-sm205060/) window. {{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Merging order{{< /vismanet-cell >}} {{< vismanet-cell >}}The number of the report in the net report.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< /vismanet-table >}} ### The template area Use the elements in this area to select an existing template and then use the template, share it with other users, or use it as your default report settings. The template area elements, which are available for all reports, are described in the following table. {{< vismanet-table >}} {{< vismanet-header-row >}} {{< vismanet-cell header="true" >}}Element{{< /vismanet-cell >}} {{< vismanet-cell header="true" >}}Description{{< /vismanet-cell >}} {{< /vismanet-header-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Template{{< /vismanet-cell >}} {{< vismanet-cell >}}The template to be used for the report. If any templates were created and saved, you can select a template to use its settings for the report.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Default{{< /vismanet-cell >}} {{< vismanet-cell >}}When this check box is selected, the selected template is marked as the default one for you. A default template cannot be shared.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Shared{{< /vismanet-cell >}} {{< vismanet-cell >}}When this check box is selected, the selected template is shared with other users. A shared template cannot be marked as the default.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Locale{{< /vismanet-cell >}} {{< vismanet-cell >}} A locale that you select to indicate to the system that the report should be prepared with the data translated to the language associated with this locale. > [!NOTE] > This field is displayed if there are multiple active locales in the system. {{< /vismanet-cell >}} {{< /vismanet-row >}} {{< /vismanet-table >}} ### The report toolbar The following table lists the buttons of the toolbar after you run the configured report. {{< vismanet-table >}} {{< vismanet-header-row >}} {{< vismanet-cell header="true" >}}Buttons{{< /vismanet-cell >}} {{< vismanet-cell header="true" >}}Description{{< /vismanet-cell >}} {{< /vismanet-header-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}![icon-edit](/media/visma-net-erp/icon-edit.png) **Parameters**{{< /vismanet-cell >}} {{< vismanet-cell >}}Navigates back to the report window to let you change the report parameters.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}![icon-refresh-report](/media/visma-net-erp/icon-refresh-report.png) **Refresh**{{< /vismanet-cell >}} {{< vismanet-cell >}}Refreshes the information displayed in the report (if any data changes were made).{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Groups{{< /vismanet-cell >}} {{< vismanet-cell >}}Adds to the report a left pane where the report structure is shown. Click a report node to highlight the pertinent data in the right pane.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}![icon-view-pdf](/media/visma-net-erp/icon-view-pdf.png) **View PDF** / **View HTML**{{< /vismanet-cell >}} {{< vismanet-cell >}}Displays the report as a PDF, or displays the report in HTML format. The available button depends on the current report view; if you are viewing a PDF, for instance, you will see the **View HTML** button.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Go to first page (Ctrl + Page up){{< /vismanet-cell >}} {{< vismanet-cell >}}Displays the first page of the report.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Go to previous page (Page up){{< /vismanet-cell >}} {{< vismanet-cell >}}Displays the previous page.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Go to next page (Page down){{< /vismanet-cell >}} {{< vismanet-cell >}}Displays the next page.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Go to last page (Ctrl + Page down){{< /vismanet-cell >}} {{< vismanet-cell >}}Displays the last page of the report.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Print{{< /vismanet-cell >}} {{< vismanet-cell >}}Opens the browser dialog box so you can print the report.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Send{{< /vismanet-cell >}} {{< vismanet-cell >}}Opens the **Email activity** dialog box, which you use to send the report file (in the chosen format) to the specified email address.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Export{{< /vismanet-cell >}} {{< vismanet-cell >}} Allows you to export the data in the chosen format: + **Excel** + **Excel with headers** (this option is only available for ARM reports) + **PDF** {{< /vismanet-cell >}} {{< /vismanet-row >}} {{< /vismanet-table >}} ### The Report parameters tab This tab includes sections where you can specify the contents of the report depending on the current report and vary in the following regards: + How many elements and which elements are available on a particular report + Whether elements contain default values + Whether specific elements require values to be selected + Whether elements may be left blank to let you display a broader range of data ### The Additional sort and filters tab If you are working with a [Balance sheet (GL634000)](/visma-net-erp/help/general-ledger/general-ledger-reports/balance-sheet-gl634000/) report or any Profit and loss report or a [Profit and loss (PM64300S)](/visma-net-erp/help/project-accounting/projects-reports/profit-and-loss-pm64300s/) report, this tab is not shown in your report window. The **Additional sort and filters** tab contains additional sorting and filtering conditions: Additional sorting conditions : Defines the sorting order. You can add a line, select one of the report-specific properties, and select the **Descending** or **Ascending** sort order for the column. Additional filtering conditions : Defines the report filter. You can add a line, select one of the report-specific properties, and define a condition and its value. The list of conditions includes one-operand and two-operand conditions. To create a more complicated logical expression, you can use brackets and logical operations between brackets. ### The Print and email settings tab #### The Print settings section If you plan to print the report or save the report as a PDF, select the appropriate settings in the **Print settings** section. {{< vismanet-table >}} {{< vismanet-header-row >}} {{< vismanet-cell header="true" >}}Element{{< /vismanet-cell >}} {{< vismanet-cell header="true" >}}Description{{< /vismanet-cell >}} {{< /vismanet-header-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Deleted records{{< /vismanet-cell >}} {{< vismanet-cell >}} Selects the visibility of the data deleted from the database. + **Hide** + **Print** + **Only** {{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Print all pages{{< /vismanet-cell >}} {{< vismanet-cell >}}Prints all pages of the report.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Print in PDF format{{< /vismanet-cell >}} {{< vismanet-cell >}}Displays the report in PDF format.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Compress PDF file{{< /vismanet-cell >}} {{< vismanet-cell >}}Indicates that the system will generate a compressed PDF.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Embed fonts in PDF file{{< /vismanet-cell >}} {{< vismanet-cell >}}Indicates that the system will generate the PDF with fonts embedded.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< /vismanet-table >}} #### The Email settings section If you plan to send the report as an email, in the **Email settings** section, specify the format in which the report will be sent, as well as the email subject, the recipients of copies of the report, and the email of the recipient. {{< vismanet-table >}} {{< vismanet-header-row >}} {{< vismanet-cell header="true" >}}Field{{< /vismanet-cell >}} {{< vismanet-cell header="true" >}}Description{{< /vismanet-cell >}} {{< /vismanet-header-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Format{{< /vismanet-cell >}} {{< vismanet-cell >}} The format in which the report will be emailed: + **HTML** + **PDF** + **Excel** + **Excel with header** (this option is only available for ARM reports) > [!NOTE] > The merge function for reports in Excel format is not supported. If you want to merge a report with other reports and send an aggregated report by email, you should select either the HTML or PDF format for the report. {{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}To{{< /vismanet-cell >}} {{< vismanet-cell >}}The email address of the recipient.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Cc{{< /vismanet-cell >}} {{< vismanet-cell >}}An additional addressee to receive a carbon copy ( **Cc** ) of the email.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Bcc{{< /vismanet-cell >}} {{< vismanet-cell >}}The email address of anyone to receive a blind carbon copy ( **Bcc** ) of the email; an address you enter in this box will be hidden from other recipients.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Subject{{< /vismanet-cell >}} {{< vismanet-cell >}}The subject of the email.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< /vismanet-table >}} ### The Report versions tab This tab shows the data only to users assigned with the Report designer user role If the report has multiple versions, you can select one of them. {{< vismanet-table >}} {{< vismanet-header-row >}} {{< vismanet-cell header="true" >}}Button{{< /vismanet-cell >}} {{< vismanet-cell header="true" >}}Description{{< /vismanet-cell >}} {{< /vismanet-header-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Edit version{{< /vismanet-cell >}} {{< vismanet-cell >}}Click this to edit the selection version of the report.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Refresh dataset{{< /vismanet-cell >}} {{< vismanet-cell >}}Click this button to refresh the data set you have selected.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Activate{{< /vismanet-cell >}} {{< vismanet-cell >}}Temporarily activates the selected report.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}![icon-load-from-file](/media/visma-net-erp/icon-load-from-file.png) **Import report design**{{< /vismanet-cell >}} {{< vismanet-cell >}} Click this button to select an exported report you want to import into this company. This button is only available for users assigned with the Report designer user role. The imported report will be set as the active report. {{< /vismanet-cell >}} {{< /vismanet-row >}} {{< /vismanet-table >}} {{< vismanet-table >}} {{< vismanet-header-row >}} {{< vismanet-cell header="true" >}}Column{{< /vismanet-cell >}} {{< vismanet-cell header="true" >}}Description{{< /vismanet-cell >}} {{< /vismanet-header-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Version{{< /vismanet-cell >}} {{< vismanet-cell >}}The number of the report version.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Description{{< /vismanet-cell >}} {{< vismanet-cell >}}The description of the report version.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Active{{< /vismanet-cell >}} {{< vismanet-cell >}}When this check box is selected, the report version is active.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Created{{< /vismanet-cell >}} {{< vismanet-cell >}}The creation date of the report version.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< vismanet-row >}} {{< vismanet-cell >}}Not default dataset{{< /vismanet-cell >}} {{< vismanet-cell >}}This check box is automatically selected if the report version is an import of an external report.{{< /vismanet-cell >}} {{< /vismanet-row >}} {{< /vismanet-table >}}

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