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 .
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 .
Related pages
Concepts
Tasks
Windows