Expense reports - Revision history

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TR: Created page with "Expenses Table of contents Expenses 1 Preparations 2 Parameters 2 Authorisation 3 Expense types 3 Project purchases 5 Representation 5 Example Internal Representation 5 Examp..."

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Created page with "Expenses Table of contents Expenses 1 Preparations 2 Parameters 2 Authorisation 3 Expense types 3 Project purchases 5 Representation 5 Example Internal Representation 5 Examp..."

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Expenses
Table of contents
Expenses 1
Preparations 2
Parameters 2
Authorisation 3
Expense types 3
Project purchases 5
Representation 5
Example Internal Representation 5
Example Wellness benefit 6
Settings on Supplier 6
Parameters 7
Users 7
Create an expense report 8
Marathon Office 8
Marathon Pocket 9
Approval of expenses 12
Marathon Office 12
Marathon Pocket 13
Book an expense 14

Preparations
Parameters
The parameters for Expenses are set in Accounting | Backoffice | Base registers, General ledger tab.

Liabilities acc for expense reporting Enter account. If the payment is to be sent via Marathon, the account must be assigned to the Purchase ledger and be linked to a Cost object. This is done in Accounting | Backoffice | Base registers, under the General ledger tab.
Liabilities account for corporate card Enter account.
(See chapter below, about expenses with corporate card).
VAT mandatory in entries of expenses Whether the employee should be able to fill in the VAT amount when registering expenses.
State purchase code in expense reporting If the employee is to be able to enter a purchase code for registering project purchases.
Fetch cc from employee group If the liabilities account for expenses requires a cost centre, it should be retrieved from the group specified on the employee.
Approval by immediate superior Whether or not the immediate manager should approve the expenses.
Expenses directly to approval Whether the expense should go directly to the immediate manager for approval or whether it should first be approved by the finance department in Accounting | Expenses, Expense watch list tab.
If the parameter is checked and the immediate manager is filled in under System | Base registers | Users, Other tab, the expense will be visible for approval by the immediate manager in Accounting | Approval, otherwise Ready for Approval must be checked for the expense.

Book only finally
approved expenses Whether only finally approved invoices should be able to be booked or not.

Authorisation
Authorisation for expenses is set up in System | Authorisation under the headings: Accounting| Expenses.

Expense types
Different expense types make it easier for employees to create expense reports. The expense types are displayed in a drop-down menu when an expense report is created. The expense types also simplify accounting. The expense types are set up in Accounting | Backoffice | Base registers, General ledger tab

Instruction If text is entered in the Instructions (Text) and Instructions (Quant) fields, these fields will become mandatory when registering expenses.
Special liabilities account If another account than the one stated in the parameters shall be used.
Contra account for project purchases A setting that is rarely used. An account for offsetting (credit) when an expense is recorded on a project can be specified. (Account for purchases on projects that is set in the Parameters in Accounting | Backoffice | Base registers, the Purchase ledger tab).
VAT rate project If VAT classes for input VAT are used, a VAT class other than the one set on the project purchase account can be specified here.
Project If projects must be specified when registering expenses.
Purchase code Purchase code to be used if the expense is booked on an external project.

Use VAT rate
The table contains a template for how the expenses should be booked. In the simplest cases, it specifies which account should be proposed when an expense report is booked. It is also possible to combine fixed prices, unit prices and percentages of the total against different accounts, which can facilitate accounting.

Project purchases
If a project is specified in the expense report, the expense is booked as a project purchase regardless of the expense type selected.
Project purchases are posted to the Account for project purchases set in the parameters in Accounting | Backoffice | Base registers, the Purchase ledger tab.
Representation
When booking expensed from representation, the posting of VAT has to be made manually.
Example Internal Representation

Example Wellness benefit

Reimbursement of expenses
The payment to the employee is done in the same way as a payment is made to a supplier. Bank account without notification is the payment method most suitable for reimbursement.
Settings on Supplier
If the reimbursement of expenses is to be made via Marathon, the employee must be set up as a supplier in Accounting | Backoffice | Base registers, under the Supplier Ledger tab.
The following fields must be filled:
ID The supplier shall have the same code as the employee’s user and employee.
Name (General tab).
Payment method (Payment tab). Use Bank account without notification.
Payee account (Foreign payment tab). The complete bank account, numbers only.
Trade creditors account (Other tab). The liability account for the expense report.
Cost object (Other tab). Enter cost object.

Expenses with corporate card
If an expense is marked as a corporate card, the normal balance sheet account must be replaced with the account that is set for corporate card in the parameters in Accounting | Backoffice | Base registers, General ledger tab.

Parameters
Enter a balance sheet account in the Liabilities account for corporate card field in the parameters in Accounting | Backoffice | Base registers, General ledger tab.
The account should not be assigned to any subsystem and should have a mandatory or optional link to cost objects.
Users
Check the box Holder of corporate card in System | Base registers | Users, Expenses tab.

When checked, a new column Corporate card will be displayed to the user when making an expense report.
Corporate card default Depending on how frequently the user makes purchases on their corporate card, a suggestion may be made as to how the field in the expense report should be filled in. The suggestion can be changed when the user makes the expense report.
In order for users who hold corporate cards to submit their expense reports, the rows must be marked with Yes or No in the Corporate Card column.
Create an expense report
An expense report can be created in both Marathon Office and Marathon Pocket. Below is a description of how to do this in both places.
Marathon Office
Start the program in Accounting | Expenses and use the NEW button to create a new expense report.
Fill in the report line by line and use the expense types to obtain information about what details should be entered in the columns.

Ref If a receipt has a reference number, it can be entered here.
Type Select expense type.
Date The purchase price on the receipt.
Text Fill in information according to instructions or write a general text that describes the expense.
Currency The company’s base currency is used by default. Cn be changed to another currency.
Amount The total amount of the purchase in original currency.
Rate The rate is taken from Marathon's course register. May be changed to a more relevant rate.
Quantity Fill in quantity.
Amount XXX Total amount in the company’s base currency.
VAT XXX Total Vat in the company’s base currency.
Project Enter project if the expense concerns a project.
Purchase code If project purchase, enter purchase code.
Images Insert images relevant to the expense using the list button.
Corporate card If the user has a corporate card, this column is displayed. Here, it is specified whether the expense was made with the card or not.

Marathon Pocket
Log in to Marathon Pocket and open the Expenses module.

To create a new expense, use the + New expense report button and enter the heading for the expense report. When the heading is saved, the expense will automatically be marked as Not ready.

The contents of the expense report can be registered using the + New receipt button. Each new receipt represents a row in the expense report.
You can move between columns by scrolling in the column header or using the arrow at the bottom right.

Date The date will be set to today's date by default. If the purchase date is different from today's date, it can be changed here.
Attachment Use the Add Image button to import images or open your mobile camera and take a photo of the physical receipt.
Type Select expence type.
Corporate card If the user has a corporate card, this column is displayed. Here, it is specified whether the expense was made with the card or not.
Quantity Fill in quantity
Amount XXX Total amount in the company’s base currency.
VAT XXX Total amount in the company’s base currency.
Project If the expense relates to project purchases, specify the project
Purchase If the expense relates to project purchases, specify the purchase code
Text Fill in information according to instructions or write a general text that describes the expense.
When the expense is ready for approval, the status can be changed from Not ready to Submitted by clicking on the Submitted heading.

Approval of expenses
An expense can be approved in both Marathon Office and Marathon Pocket. Below is a description of how this is done in both places.
Marathon Office
In Accounting | Expenses, the Expense watch list tab shows all expenses, their status, and the person who approved them.
To approve an expense, select the expense and click the Approve button.

In the expense report you can see earlier approvals and how the expense has been reported. You can also change the approval: if it is going to be finally approved, pre-approves or if the approver should be someone else.
The options concerning approval can be set as default, depending on user settings in System | Base registers | Users, Approval tab.

Printout Print out the expense report
Show Shows the registered attachment.
New approver Add an employee as approver.
Remove approver If the specified person not shall be the approver, you can remove them.

Marathon Pocket
Log in to Marathon Pocket and open the Approva module. Select the invoice to approve and press the button Approve invoice.

In the approval view you can choose between final approval and pre-approval, and change to another approver.
Here you can also select amount to approve.

Book an expense
When an expense report is approved and you want to book it, select it in the list and use the Book button.
Enter accounting date and press OK.

The expense report will be automatically posted based on the accounts that has been set for the different expense types.
When the posting is saved, a voucher is created and will be included in payments of suppliers’ invoices.

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-Authorisation
+== Authorisation ==
 Authorisation for expenses is set up in System | Authorisation under the headings: Accounting| Expenses.
 Different expense types make it easier for employees to create expense reports. The expense types are displayed in a drop-down menu when an expense report is created. The expense types also simplify accounting. The expense types are set up in Accounting | Backoffice | Base registers, General ledger tab
 Instruction	If text is entered in the Instructions (Text) and Instructions (Quant) fields, these fields will become mandatory when registering expenses.

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 |Whether or not the immediate manager should approve the expenses.
 |-
 !Expenses directly to approval
-|Whether the expense should go directly to the immediate manager for approval  or whether it should first be approved by the finance department in Accounting/Expenses, Expense watch list tab. If the parameter is checked and the immediate manager is filled in under System | Base registers | Users, Other tab, the expense will be visible for approval by the immediate manager in Accounting | Approval, otherwise Ready for Approval must be checked for the expense.
+||Whether the expense should go directly to the immediate manager for approval  or whether it should first be approved by the finance department in Accounting | Expenses, Expense watch list tab. If the parameter is checked and the immediate manager is filled in under System | Base registers | Users, Other tab, the expense will be visible for approval by the immediate manager in Accounting | Approval, otherwise Ready for Approval must be checked for the expense.
 |-
 !Book only finally approved expenses

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 |-
 !Expenses directly to approval
-|Whether the expense should go directly to the immediate manager for approval  or whether it should first be approved by the finance department in Accounting | Expenses, Expense watch list tab. If the parameter is checked and the immediate manager is filled in under System | Base registers | Users, Other tab, the expense will be visible for approval by the immediate manager in Accounting | Approval, otherwise Ready for Approval must be checked for the expense.
+|Whether the expense should go directly to the immediate manager for approval  or whether it should first be approved by the finance department in Accounting/Expenses, Expense watch list tab. If the parameter is checked and the immediate manager is filled in under System | Base registers | Users, Other tab, the expense will be visible for approval by the immediate manager in Accounting | Approval, otherwise Ready for Approval must be checked for the expense.
 |-
 !Book only finally approved expenses

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 |-
 !Expenses directly to approval
-|Whether the expense should go directly to the immediate manager for approval   or whether it should first be approved by the finance department in Accounting | Expenses, Expense watch list tab. If the parameter is checked and the immediate manager is filled in under System | Base registers | Users, Other tab, the expense will be visible for approval by the immediate manager in Accounting | Approval, otherwise Ready for Approval must be checked for the expense.
+|Whether the expense should go directly to the immediate manager for approval  or whether it should first be approved by the finance department in Accounting | Expenses, Expense watch list tab. If the parameter is checked and the immediate manager is filled in under System | Base registers | Users, Other tab, the expense will be visible for approval by the immediate manager in Accounting | Approval, otherwise Ready for Approval must be checked for the expense.
 |-
 !Book only finally approved expenses

@@ Line 29: / Line 29: @@
 |-
 !Expenses directly to approval
-|Whether the expense should go directly to the immediate manager for approval   or whether it should first be approved by the finance department in Accounting/Expenses, Expense watch list tab. If the parameter is checked and the immediate manager is filled in under System | Base registers/Users, Other tab, the expense will be visible for approval by the immediate manager in Accounting | Approval, otherwise Ready for Approval must be checked for the expense.
+|Whether the expense should go directly to the immediate manager for approval   or whether it should first be approved by the finance department in Accounting | Expenses, Expense watch list tab. If the parameter is checked and the immediate manager is filled in under System | Base registers | Users, Other tab, the expense will be visible for approval by the immediate manager in Accounting | Approval, otherwise Ready for Approval must be checked for the expense.
 |-
 !Book only finally approved expenses

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 |Whether the employee should be able to fill in the VAT amount when registering expenses.
 |-
-State purchase code in expense reporting	If the employee is to be able to enter a purchase code for registering project purchases.
+!State purchase code in expense reporting
 Authorisation

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-Preparations
+= Preparations=
-Parameters
+== Parameters ==
 The parameters for Expenses are set in Accounting | Backoffice | Base registers, General ledger tab.
-Liabilities account for corporate card	Enter account.
+!Liabilities acc for expense reporting
 (See chapter below, about expenses with corporate card).
 State purchase code in expense reporting	If the employee is to be able to enter a purchase code for registering project purchases.
 Fetch cc from employee group	If the liabilities account for expenses requires a cost centre, it should be retrieved from the group specified on the employee.
@@ Line 175: / Line 164: @@
 The expense report will be automatically posted based on the accounts that has been set for the different expense types.
 When the posting is saved, a voucher is created and will be included in payments of suppliers’ invoices.