Difference between revisions of "Expense reports startup/nb"

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<htmltag tagname="style">p a.image{border:1px rgb(0,0,0) solid;box-sizing:content-box;}</htmltag>
−
__FORCETOC__
  
   
  +
=Expenses=
−
Beskriver hvilke forberedelser du må gjøre for at utleggsrapporteringen skal fungere som den skal.
  
   
−
== Innstillinger ==
 +
== Preparations==
  +
=== Parameters ===
  +
The parameters for Expenses are set in Accounting | Backoffice | Base registers, General ledger tab.
   
  +
{|class=mandeflist
−
=== Parametrer ===
  
  +
!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 ==
−
Parametrer innstilles i {{pth|System|Grunnregister/Bok/Parametrer}}, fliken {{flik|Registrering}}.
  
   
  +
Authorisation for expenses is set up in System | Authorisation under the headings: Accounting| Expenses.
−
{{ExpandImage|GL-ERS-NO-Bild1.png}}
  
   
  +
{{ExpandImage|GL-ERS-EN-Bild1.png}}
−
{| class=mandeflist
  
  +
−
!Gjeldskonto for utleggsregnskap
  
  +
== Expense types ==
−
|Angi konto. Dersom betalingen skal sendes via Marathon må kontoen være integrert til Leverandørreskontroen.
  
  +
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
−
Kontoen må ha kopling til Kostnadsbærer ({{pth|System|Grunnregister/Bok/Konto}}).
  
  +
  +
{{ExpandImage|GL-ERS-EN-Bild2.png}}
  +
  +
{|class=mandeflist
  +
!Instruction
  +
|If text is entered in the Instructions (Text) and Instructions (Quant) fields, these fields will become mandatory when registering expenses.
 
|-
  
|-
  +
!Special liabilities account
−
!Angi mva. for registrering av utlegg
  
  +
|If another account than the one stated in the parameters shall be used.
−
|Hvis den ansatte må angi momsbeløpet.
  
 
|-
  
|-
  +
!Contra account for project purchases
−
!Angi innkjøpskode for reg av utlegg
  
  +
|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).
−
|Hvis den ansatte må angi innkjøpskode for prosjektinnkjøp.
  
 
|-
  
|-
  +
!VAT rate project
−
!Hent kst fra medarbeidergruppe
  
  +
|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.
−
|Hvis gjeldskontoen for utlegg krever kostnadssted skal det hentes fra den gruppe, som er angitt på medarbeideren.
  
 
|-
  
|-
  +
!Project
−
!Attest av nærmeste overordnet
  
  +
|If projects must be specified when registering expenses.
−
|Hvis nærmeste sjef skal attestere utleggen.
  
 
|-
  
|-
  +
!Purchase code
−
!Utlegg direkte til attest
  
  +
|Purchase code to be used if the expense is booked on an external project.
−
|Hvis utleggsregnskapet skal gå direkte til attest av nærmeste sjef eller hvis den først skal godkjennes av økonomiavdelingen i {{pth|Økonomi|Utlegg}}, fliken {{flik|Utleggovervåking}}.
  
−
Hvis parameteren er avkrysset og nærmeste sjef er angitt i {{pth|System|Grunnregister/Generelt/Bruker}}, under fliken {{flik|Øvrigt}}, vil utlegget bli synlig for attestering av nærmeste sjef i {{pth|Økonomi|Attest}}, ellers må {{kryss|Ferdig for attest avkrysses}} på utlegget.
  
−
|-
  
−
!Bokfør kun sluttattesterte utlegg
  
−
|Hvis kun sluttattesterte utlegg skal kunne bokføres eller ikke.
  
 
|}
  
|}
   
  +
'''Use VAT rate'''
−
=== Autorisasjon ===
  
   
  +
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.
−
Autorisasjon til utleggsmodulen innstilles i {{pth|System| Autorisasjon}} under Bokføring og koples till brukeren i {{pth|System| Grunnregister/Generelt/Brukere}}, under fliken {{flik|Autorisasjon}}.
  
   
−
=== Kostnadsbærere ===
 +
=== 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 ===
−
Kostnadsbærer opprettes i {{pth|System|Grunnregister/Bok/Kostnadsbærer}} med samme kode som bruker- og medarbeiderkode.
  
  +
When booking expenses from representation, the posting of VAT has to be made manually.
   
  +
'''Example Internal Representation'''
−
=== Utleggssorter ===
  
   
  +
{{ExpandImage|GL-ERS-EN-Bild3.png}}
−
Bruk av ulike utleggssorter forenkler for de ansatte da de fører utleggene sine. Utleggssortene vises i en droppmeny ved føringen.
  
  +
−
Det leder dessuten til en lettere bokføring. Vi anbefaler dog at ikke opprette for mange utleggssorter. Utleggsortene administreres i {{pth|System|Grunnregister/Bok/Utleggssorter}}.
  
  +
''' Example Wellness benefit '''
   
−
{{ExpandImage|GL-ERS-NO-Bild11.png}}
 +
{{ExpandImage|GL-ERS-EN-Bild4.png}}
   
  +
== 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:
 
{|class=mandeflist
  
{|class=mandeflist
  +
!ID
−
!Anvisning
  
  +
|The supplier shall have the same code as the employee’s user and employee.
−
|Dersom det finnes skrivet en tekst i feltene Anvisninger (Tekst) og Anvisninger (Antall) fylls vil feltene bli obligatoriske ved registrering av utlegg.
  
 
|-
  
|-
  +
!Name
−
!Gjeldskonto
  
  +
|(General tab).
−
|Dersom en annen konto enn den som er innstillet i parametrene skal brukes.
  
 
|-
  
|-
  +
!Payment method
−
!Innkjøpskode
  
  +
|(Payment tab). Use Bank account without notification.
−
|Den innkjøpskode som skal brukes da utlegget føres på et eksternt prosjekt
  
 
|-
  
|-
  +
!Payee acc
−
!Motkonto for prosjektinnkjøp
  
  +
|(Foreign payment tab). The complete bank account, numbers only.
−
|En innstilling som sjelden brukes. Du kan angi en konto for motføring (kredit) da utlegget føres på et prosjekt. (Kontoen for innkjøp på prosjekter som er innstilt i {{pth|System|Grunnregister/Lev/Parametrer/ Registrering innkommende}}debiteres automatisk).
  
 
|-
 
|-
  +
!Trade creditors account
−
!Prosjekt obligatorisk
  
  +
|(Other tab). The liability account for the expense report.
−
|Hvis prosjekt er obligatorisk ved føring av utlegg.
  
  +
|-
  +
!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.
   
  +
{{ExpandImage|GL-ERS-EN-Bild5.png}}
−
Angi en mal for måten konteringen til utlegget skal være. I det aller enkleste fallet angis den konto som skal foreslås da et utleggsregnskap bokføres. Men det finnes flere muligheter, f eks å kombinere faste priser, enhetspriser og prosentandeler av totalt mot ulike kontoer, som gjør bokføringen raskere.
  
  +
  +
=== 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 ===
−
Hvis ett prosjekt angis på utleggsraden, konteres utlegget som prosjektinnkjøp uansett hvilken sort du har valgt. Anledningen er at det ikke må være mulig å misse et prosjektinnkjøp.
  
  +
Check the box Holder of corporate card in System | Base registers | Users, Expenses tab.
   
  +
{{ExpandImage|GL-ERS-EN-Bild6.png}}
−
{| class=mandeflist
  
  +
−
|'''Prosjektinnköp'''
  
  +
When checked, a new column Corporate card will be displayed to the user when making an expense report.
  +
{|class=mandeflist
  +
!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.
−
Prosjektinnkjøp konteres på Konto for innkjøp som er innstilt i {{pth|System|Grunnregister/Lev/Parametre/Registrering innkommende}}.
  
   
  +
== Create an expense report ==
−
{{ExpandImage|GL-ERS-NO-Bild7.png}}
  
  +
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 ===
−
{| class=mandeflist
  
  +
Start the program in Accounting | Expenses and use the NEW button to create a new expense report.
−
!Kontormateriale
  
  +
Fill in the report line by line and use the expense types to obtain information about what details should be entered in the columns.
−
|
  
−
|}
  
   
−
{{ExpandImage|GL-ERS-NO-Bild8.png}}
 +
{{ExpandImage|GL-ERS-EN-Bild7.png}}
   
−
{| class=mandeflist
 +
{|class=mandeflist
  +
!Ref
−
!Taxi
  
  +
|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 ===
−
{{ExpandImage|GL-ERS-NO-Bild10.png}}
  
  +
Log in to Marathon Pocket and open the Expenses module.
   
  +
{{ExpandImage|GL-ERS-EN-Bild8.png}}
  +
  +
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.
   
  +
{{ExpandImage|GL-ERS-EN-Bild9.png}} {{ExpandImage|GL-ERS-EN-Bild10.png}}
−
{| class=mandeflist
  
  +
−
|'''Intern representasjon'''
  
  +
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.
  +
  +
{{ExpandImage|GL-ERS-EN-Bild11.png}} {{ExpandImage|GL-ERS-EN-Bild12.png}}
  +
  +
{|class=mandeflist
  +
!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 expense 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.
−
Ved booking av intern representasjon, må mva:en konteres manuellt.
  
   
−
{{ExpandImage|GL-ERS-NO--Bild12.png}}
 +
{{ExpandImage|GL-ERS-EN-Bild13.png}}
   
−
== Utbetaling av utleggsregnskap ==
 +
== 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 ===
−
Betaling til den ansatte gjøres på samme måte som en utbetaling til en leverandør. Bankkonto uten advisering er den betalingsmåte som er best for utbetaling. Følgende innstillinger kreves for å begynne med utbetalingene.
  
  +
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.
−
{| class=mandeflist
  
−
!Leverandør
  
−
|Dersom utbetalingen skal gjøres via Marathon må den ansatte være opprettet som en leverandør i {{pth|System|Grunnregister/Lev/Leverandører}} med samme kode som bruker- og medarbeiderkode.
  
−
|}
  
   
  +
{{ExpandImage|GL-ERS-EN-Bild14.png}}
−
Felt som skal fylles i :
  
  +
  +
  +
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.
−
Navn (flik Generelt)
  
   
  +
{{ExpandImage|GL-ERS-EN-Bild15.png}}
−
Postadresse (flik Generelt)
  
  +
  +
{|class=mandeflist
  +
!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 ===
−
Betalningsmåte: Bankkonto uten advisering (flik Betaling)
  
  +
Log in to Marathon Pocket and open the Approval module. Select the invoice to approve and press the button Approve invoice.
   
  +
{{ExpandImage|GL-ERS-EN-Bild16.png}} {{ExpandImage|GL-ERS-EN-Bild17.png}}
−
Mott konto: Hele kontonummeret inkl. clearing kun sifrer (flik Utenlandsbetaling)
  
  +
  +
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.
−
Lev gjeldskonto: Gjeldskonto for utleggsregnskap (flik Øvrigt)
  
   
  +
{{ExpandImage|GL-ERS-EN-Bild18.png}}
−
Kostnadsbærer (flik Øvrigt)
  
   
  +
== Book an expense ==
−
{| class=mandeflist
  
  +
When an expense report is approved and you want to book it, select it in the lsst and use the Book button.
−
!Betalningsforslag
  
  +
Enter accounting date and press OK.
−
|
  
  +
−
|}
  
  +
{{ExpandImage|GL-ERS-EN-Bild19.png}}
   
  +
The expense report will be automatically posted based on the accounts that has been set for the different expense types.
−
Trekk ut et betalingsforslag i 03-60-01 med utvalg på den leverandørsgjeldskonto som utleggsorten er merket med og Betalingsmåte BK.
  
  +
When the posting is saved, a voucher is created and will be included in payments of suppliers’ invoices.
   
−
Utbetaling gjøres på samme måte som betaling av leverandørsfakturaer via programmet Betalinger eller via filoverføring til banken.
  
   
−
[[Category:GL-ERS-NO]] [[Category:Manuals]] [[Category:Accounting]]
 +
[[Category: GL-ERS-EN]]
  +
[[Category: General ledger]]
  +
[[Category: Manuals]]

Latest revision as of 16:54, 25 March 2026

Expenses

Preparations

Parameters

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

Liabilities acc for expense reporting 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 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 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 expenses 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 acc (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 expense 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 Approval 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 lsst 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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