Time and expenses preferences (EP101000)

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

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.

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.