Difference between revisions of "Expense reports startup/sv"
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| + | !Anvisning |
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| − | !Instruction |
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| + | |Om en text i fältet Anvisningar (Text) och Anvisning (Antal) fylls i kommer fälten att bli obligatoriska att fylla i vid registrering av utläggsräkning. |
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| − | |If text is entered in the Instructions (Text) and Instructions (Quant) fields, these fields will become mandatory when registering expenses. |
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| + | !Avvikande skuldkonto |
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| − | !Special liabilities account |
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| + | |Om ett annat konto än det som finns inställt i parametrarna ska användas. |
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| − | |If another account than the one stated in the parameters shall be used. |
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| + | !Motkonto för projektinköp |
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| − | !Contra account for project purchases |
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| + | |En inställning som sällan används. Ett konto för motbokning (kredit) när ett utlägg registreras på ett projekt kan anges. (Konto för inköp på projekt som finns inställt i Parametrarna i Ekonomi | Backoffice | Basregister, fliken Leverantörsreskontra) |
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| − | |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). |
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| + | !Momssats projekt |
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| − | !VAT rate project |
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| + | |Ifall momsklasser för ingående moms används kan en annan momsklass än den som är satt på projektinköpskontot anges här. |
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| − | |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. |
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| + | !Projekt |
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| − | !Project |
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| + | |Om projekt måste anges vid registrering av utläggsräkning. |
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| − | |If projects must be specified when registering expenses. |
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| + | !Inköpskod |
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| − | !Purchase code |
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| + | |Inköpskod som ska användas om utlägget bokas mot ett externt projekt. |
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| − | |Purchase code to be used if the expense is booked on an external project. |
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Revision as of 10:01, 26 March 2026
Contents
Utlägg
Uppstart av utlägg
Parametrar
Parametrarna ställs in i Ekonomi | Backoffice | Basregister, fliken Bokföring
| Skuldkonto för utläggsredovisning | Backoffice | Basregister, fliken Bokföring. |
|---|---|
| Skuldkonto för företagskort | Ange konto.
(Se nedan avsnitt gällande Utlägg med företagskort). |
| Ange moms vid registrering av utlägg | Om den anställda ska kunna fylla i momsbeloppet vid registrering av utlägg. |
| Ange inköpskod vid registrering av utlägg | Om den anställda ska kunna fylla i inköpskod för registrering av projektinköp. |
| Hämta kst från medarbetargrupp | Om skuldkonto för utlägg kräver kostnadsställe ska det hämtas från gruppen som finns angiven på medarbetaren. |
| Attest av närmaste chef | Om närmaste chef ska attestera utläggen eller inte |
| Utlägg direkt till attest | Om utläggen ska gå direkt till attest av närmaste chef eller om den
ska godkännas av ekonomiavdelningen i Ekonomi | Utlägg, fliken Utläggsbevakning först. Om parametern är ikryssad och närmaste chef är ifylld i System | Basregister | Användare, fliken Övrigt, blir utlägget synligt för attest av närmaste chef i Ekonomi | Attest, annars måste Klar för attest kryssas för på utlägget. |
| Bokför endast slutattesterade utlägg | Om endast slutattesterade fakturor ska kunna bokföras eller inte. |
Behörighet
Behörighet till utlägg ställs in i System | Behörighet under rubrikerna: Ekonomi | Utlägg.
Utläggstyper
Olika utläggstyper förenklar för de anställda att skapa utläggsräkningar. Utläggstyperna visas i en rullgardinsmeny när en utläggsredovisning görs. Utläggstyperna leder dessutom till en enklare bokföring. Utläggstyperna läggs upp i Ekonomi | Backoffice | Basregister, fliken Bokföring.
| Anvisning | Om en text i fältet Anvisningar (Text) och Anvisning (Antal) fylls i kommer fälten att bli obligatoriska att fylla i vid registrering av utläggsräkning. |
|---|---|
| Avvikande skuldkonto | Om ett annat konto än det som finns inställt i parametrarna ska användas. |
| Motkonto för projektinköp | Backoffice | Basregister, fliken Leverantörsreskontra) |
| Momssats projekt | Ifall momsklasser för ingående moms används kan en annan momsklass än den som är satt på projektinköpskontot anges här. |
| Projekt | Om projekt måste anges vid registrering av utläggsräkning. |
| Inköpskod | Inköpskod som ska användas om utlägget bokas mot ett externt projekt. |
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.
