1. Accountable person – Add a new accountable person or search for an existing one. To create a new accountable person, only the name is required; all other fields are optional. You can later update the accountable person’s profile with bank account details.

   2. Report number – Generated according to the numbering formula, which can be configured under Settings → Company Settings → Expense & Travel Reports → Report Number Formula.

   3. Reporting period – By default, the current month and year are filled in automatically. You can change this to the appropriate reporting period.

   4. Report date – By default, the report entry date is used. You can select a different date if required.

   5. Currency – If the expense documents are in a currency other than EUR, you can change the currency used for the entire report. There is no need to convert the documents into euros beforehand. Please note: the selected currency applies to the entire report, so create separate reports for documents in EUR and other currencies. The required currencyRead more about currencies here must be activated in advance.

1. Supplier – Select an existing supplier or create a new one. If an expense account and VAT type have already been assigned to the selected supplier, they will automatically be filled in for the line.
2. Document No. – Expense document number.
3. Date – Expense document date.
4. Account – Select the appropriate expense account for the line.
5. Description – By default, the expense account name is displayed here, but you can edit it as needed.
6. VAT – Select the appropriate VAT iSAF code. By default, VAT1 is selected.
7. Amount – Line amount excluding VAT.
8. Delete icon (X) – Removes the expense document. Magnifying glass – Allows you to verify the total amount and VAT amount of the expense document and, if necessary, add a rounding adjustment. Document plus icon – Allows you to attach the expense document file. If a document has been attached, a green circle will appear on the paperclip icon. Plus icon – Adds another line to the same expense document. This is useful when a single document contains different types of expenses or lines with different VAT treatments.

To add a new expense document, click + Add New Expense Document.

Below the report lines you will see the total amount excluding VAT, the total VAT amount, and the total expense report amount.

Once all documents have been entered, save the report by clicking Save Report.

Expense reports can also be entered using VAT-inclusive amounts. To do this, change the Amount Includes VAT option (top right corner of the report) from No to Yes. This setting applies to the entire report, not to individual lines.

The Actions menu allows you to edit the expense report, mark it as paid, send the payment to the bank (if bank integration is enabled), archive it as a PDF, or delete it.

You can also edit the accounting entry. However, as always, we recommend updating the document itself rather than modifying the accounting entry directly.

When manually marking an expense report as paid using a bank account or cash account, remember to specify the correct payment date (the actual payment date).

To record an advance payment to an accountable person, go to Operations → Payments → New Payment, select the accountable person’s name, and enter the payment amount and date. In the Additional Information field, you may enter a note such as “Advance payment”. Save the payment.

When marking the expense report as paid, you can immediately match it with the advance payment. If the advance payment does not fully cover the expense report amount, you can add another payment alongside it.

Payments related to accountable persons can also be managed by importing bank transactions.

a. Attach the purchase receipt or invoice for the goods to the expense report, but use the Goods Expense account (not the inventory account). In the Description field, you may specify what was purchased. Save the expense report.

b. To record the goods into inventory, go to Warehouse → Documents → New Document → Goods Receipt. When creating the goods receipt document, you will be able to select the appropriate inventory items. Once the document is saved, the goods will be added to inventory, and the goods expense will be reduced accordingly.

It is important that the amount (and date) of the goods receipt document exactly matches the invoice attached to the expense report.

c. To ensure the accounting entries are correct, open the goods receipt document and select Actions → Edit Accounting Entries. On the Credit side, enter the same expense account that was used in the expense report. The Debit side should already have been generated automatically according to the warehouse settings.