Marathon Documentation - New pages [en]

Expense reports

2026-07-02T09:21:06Z

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

{|class=mandeflist
!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.

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= 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

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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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Manual invoice/sv

2026-06-29T13:26:01Z

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==Manuell faktura==
Manuella fakturor skapade utanför Marathon registreras in i Ekonomi | Kundfakturor, fliken Manuella fakturor. De finns därmed i kundreskontran och bokföringen.

===Faktura===

I fliken Faktura registreras alla fakturauppgifter såsom kund, fakturanummer, fakturabelopp, faktura- och förfallodatum samt bokföringsdatum. Manuella fakturor får prefixet KF (kundfaktura).

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=== Kontering ===
Fakturabelopp konteras automatiskt från beloppen som registrerats i fliken Faktura. Utgående moms och intäktskontering görs här. Intäkt konteras på ett sexställigt konto med kontoändelse 01 för inhemsk moms, 02 för momsfritt inom landet, 03 momsfritt utanför EU, 04 momsfritt inom EU. Det görs för att fångas upp korrekt i Marathons momsrapport.

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Manual invoice/en

2026-06-29T13:25:06Z

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== Manual invoice ==
Manual invoices made outside Marathon are registered in Accounting | Client invoicing, Manual invoices tab. Hence, they are in the sales ledger and bookkeeping.

=== Invoice ===
The Invoice tab is used to record all invoice details, such as the client, invoice number, invoice amount, invoice and due dates, and the booking date. Manual invoices are prefixed with KF (client invoice).

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=== Posting ===
The invoice amount is automatically posted from the amounts registered in the Invoice tab. Output VAT and revenue posting are carried out here. Revenue is posted to a six-digit account ending in 01 for domestic VAT, 02 for VAT-exempt within the country, 03 for VAT-exempt outside the EU, and 04 for VAT-exempt within the EU. This is done to ensure it is correctly captured in Marathon’s VAT report.

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Manual invoice

2026-06-29T12:22:58Z

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== Manual invoice== 
Manual invoices made outside Marathon are registered in Accounting | Client invoicing, Manual invoices tab. Hence, they are in the sales ledger and bookkeeping.
===Invoice===
The Invoice tab is used to record all invoice details, such as the client, invoice number, invoice amount, invoice and due dates, and the booking date. Manual invoices are prefixed with KF (client invoice).


{{ExpandImage|ACC-MIN-EN-Bild1.png}}

=== Posting === 
The invoice amount is automatically posted from the amounts registered in the Invoice tab. Output VAT and revenue posting are carried out here. Revenue is posted to a six-digit account ending in 01 for domestic VAT, 02 for VAT-exempt within the country, 03 for VAT-exempt outside the EU, and 04 for VAT-exempt within the EU. This is done to ensure it is correctly captured in Marathon’s VAT report.


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Approval of vouchers/sv

2026-06-29T09:16:43Z

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== Översikt över attestering av verifikationer ==
Manuellt registrerade verifikationer (i Ekonomi | Verifikationer) på konton som har Attest=Ja initierar ett attesteringsflöde för verifikationer. Det är inte möjligt att:
* ha attest = Ja på ett integrerat konto eller
* skapa en verifikation med ett konto som har attest=Ja och ett annat konto som har en integration.

När verifikationen som kräver attest sparas bokförs den inte direkt. I stället skapas en preliminär kontering utan verifikationsnummer (märkt med *Preliminär i verifikationslistan)
När en verifikation som kräver attest sparas görs samma kontroll av konton, kostnadsställen, etc. som idag.
Verifikationen valideras en gång till efter att den blivit bokförd för att säkerställa att inget ändrats sedan den preliminära konteringen skapades.
Att öppna en parkerad verifikation görs på samma sätt som man öppnar en bokförd verifikation. Attestörer kan ändras/justeras tills verifikationen blir bokförd.
Användare med behörighet kan attestera verifikationer.
När den sista attesteringen är gjord bokförs verifikationen automatiskt. Det behöver inte bokföras manuellt.

== Förberedelser ==

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Ekonomi | Backoffice | Basregister, flik Bokföring, Parametrar
Från belopp och antal attester registreras här.
I exemplet ovan kräver systemet en (1) attestör för konteringar mellan 1000- 99999 och två (2) attestörer för konteringar från 100 000 och högre belopp.

För att aktivera attesteringsflödet ska åtminstone första raden i tabellen vara ifylld. Minimum är 1 och 1.

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Det finns även en parameter som kan användas för att inte behöva utse attestörer. Alla användare som är behöriga att attestera verifikationer kan nu göra det utan att ha blivit utsedd som attestör på verifikationen.

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Ekonomi | Backoffice | Basregister, flik Bokföring, Konton
Kryssruta på konto. Bestämmer om kontering på kontot kräver attest.

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System | Behörighet
Behörighet för attest: Ekonomi/Verifikationer/Attest

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== Attesteringsflöde ==
Vid skapande av ny verifikation finns ett nytt fält "Attestörer" där man kan ange attestörerna.
Varje attestör får en notis som påminner dem om att de har verifikationer att attestera.
Vid behov kan den som skapade verifikationen öppna den och ändra attestörer och bokföringsdag.
Vid sparning av verifikationen visas ett meddelande med antal valda attestörer.

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Attestörer validerar och attesterar/avvisar verifikationen med knappen Attest. En dialogruta öppnas för attesteringen.
Vid sparning stängs verifikationen. När den sista attesteringen är gjord bokförs den och man får ett meddelande med verifikationsnumret.
Det är möjligt att ändra sin attestering genom att öppna verifikationen och göra om processen. Då sätts också ett nytt försök igång till att bokföra verifikationen (om kontrollerna är OK)

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"Preliminära" verifikationer har till skillnad från bokförda inget verifikationsnummer. De visas istället som *Preliminära* för att indikera att de inte ännu är bokförda.
Två nya kolumner visar atteststatus och kvarvarande attestörer.
Attestkolumnen visar atteststatus, attestörens användarkod och datum för attesteringen.
En ny knapp "Radera" kan användas för att ta bort preliminära verifikationer (för att rensa bort felaktiga verifikationer som inte ska bokföras)

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Korrigeringar på en verifikation som kräver attest kan bara göras med ett nytt verifikationsnummer.
Det betyder att när man gör en korrigering på en verifikation, blir nedan kryssruta ibockad och kan inte bockas ur.
Attest är möjlig på en verifikation som är integrerad med (I) Inköp, (K) KUN, (L) LEV, (J) INV och (P) Periodiseringar.

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Om den inloggade Användaren har verifikationer att attestera, visas en röd bricka med antal i den vänstra menyn. Detta visas bara om den tidigare nämnda parametern Utse attestörer är aktiverad.

[[Category: Accounting]]
[[Category: ACC-AOV-SV]]
[[Category: Manuals]]

Approval of vouchers/en

2026-06-29T09:08:41Z

FuzzyBot: Updating to match new version of source page

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== General ==
Manually registered vouchers (in Accounting | Vouchers) on accounts that are set with approval requirement, initiate an approval workflow for vouchers. It is not possible to:
* have approval requirement on assigned accounts or
* create a voucher with one account with approval requirement and another account with an assignment.

When a voucher with approval requirement is saved, it will not be booked directly. Instead, a preliminary voucher is created, without voucher number (marked with *Preliminary in the voucher list)
When a voucher with approval requirement is saved, the same checks are carried out as today, i.e. accounts, cost centres, etc.
The voucher is validated once more after it has been posted to ensure that nothing has changed since the provisional entry was created.
Opening a parked voucher is done in the same way as opening a booked voucher. Approvers can be changed or adjusted until the voucher is booked.
Users with the appropriate authorisation can approve vouchers.
Once the final approval has been given, the voucher is booked automatically. It does not need to be booked manually.

== Preparations ==

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Accounting | Backoffice | Base registers, tab General ledger, Parameters
From amount and number of approvals are registered here.
In the example above, the system requires one (1) approver for postings between 1,000 and 99,999, and two (2) approvers for postings of 100,000 or more.

To activate the approval workflow, at least the first row of the table must be completed. The minimum values are 1 and 1.

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There is also a parameter that can be used for not having to choose approvers. Then all users authorised to approve vouchers can do it without being appointed as approver on the voucher.

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Accounting | Backoffice | Base registers, tab General ledger, Accounts
Check box on account. Determines if posting on the account requires approval.

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System | Authorisation
Authorisation for approval: Accounting/Vouchers/Approval

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== Approval workflow ==
When creating a new voucher, there is a new field called Approvers where you can enter the approvers.
Each approver gets a notification reminding them about vouchers to approve.
If necessary, the person who created the voucher can open it and change the approvers and the booking date.
When saving the voucher, a message appears showing the number of approvers selected.

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Approvers validate and approve or reject the voucher using the Approve button. A dialogue box opens for the approval process.
When you save, the voucher is closed. Once the final approval has been given, it is booked and you receive a message containing the voucher number.
It is possible to change your approval by opening the voucher and repeating the process. This will also trigger a new attempt to book the voucher (provided the checks are OK).

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Unlike posted vouchers, preliminary vouchers do not have a reference number. Instead, they are displayed as *Preliminary to indicate that they have not yet been booked.
Two columns show the approval status and remaining approvers.
The Approval column shows the approval status, the approver’s user code and the date of approval.
The Delete button can be used to remove preliminary vouchers (to clear out incorrect vouchers that are not to be booked).

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Corrections to a voucher that requires authorisation can only be made using a new voucher number.
This means that when a correction is made to a voucher, the tick box below is ticked and cannot be unticked.
Approval is possible for a voucher that is assigned to (I) Purchases, (K) S/L, (L) P/L (J) INV and (P) Periodical allocations.

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If the logged-in user has authorisation to approve, a red badge showing the number of vouchers appears in the left-hand menu. This is only displayed if the Appoint approvers parameter is active.

[[Category: Accounting]]
[[Category: ACC-AOV-EN]]
[[Category: Manuals]]

Approval of vouchers

2026-06-29T08:44:16Z

TR:

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== General == 
Manually registered vouchers (in Accounting | Vouchers) on accounts that are set with approval requirement, initiate an approval workflow for vouchers. It is not possible to:
* have approval requirement on assigned accounts or
* create a voucher with one account with approval requirement and another account with an assignment.


When a voucher with approval requirement is saved, it will not be booked directly. Instead, a preliminary voucher is created, without voucher number (marked with *Preliminary in the voucher list)
When a voucher with approval requirement is saved, the same checks are carried out as today, i.e. accounts, cost centres, etc.
The voucher is validated once more after it has been posted to ensure that nothing has changed since the provisional entry was created.
Opening a parked voucher is done in the same way as opening a booked voucher. Approvers can be changed or adjusted until the voucher is booked.
Users with the appropriate authorisation can approve vouchers.
Once the final approval has been given, the voucher is booked automatically. It does not need to be booked manually.

== Preparations == 


{{ExpandImage|ACC-AOV-EN-Bild1.jpg}}


Accounting | Backoffice | Base registers, tab General ledger, Parameters
From amount and number of approvals are registered here.
In the example above, the system requires one (1) approver for postings between 1,000 and 99,999, and two (2) approvers for postings of 100,000 or more.


To activate the approval workflow, at least the first row of the table must be completed. The minimum values are 1 and 1.


{{ExpandImage|ACC-AOV-EN-Bild2.jpg}}


There is also a parameter that can be used for not having to choose approvers. Then all users authorised to approve vouchers can do it without being appointed as approver on the voucher.


{{ExpandImage|ACC-AOV-EN-Bild3.jpg}}

Accounting | Backoffice | Base registers, tab General ledger, Accounts
Check box on account. Determines if posting on the account requires approval.


{{ExpandImage|ACC-AOV-EN-Bild4.jpg}}


System | Authorisation
Authorisation for approval: Accounting/Vouchers/Approval


{{ExpandImage|ACC-AOV-EN-Bild5.jpg}}

== Approval workflow == 
When creating a new voucher, there is a new field called Approvers where you can enter the approvers.
Each approver gets a notification reminding them about vouchers to approve.
If necessary, the person who created the voucher can open it and change the approvers and the booking date.
When saving the voucher, a message appears showing the number of approvers selected.


{{ExpandImage|ACC-AOV-EN-Bild6.jpg}}


Approvers validate and approve or reject the voucher using the Approve button. A dialogue box opens for the approval process.
When you save, the voucher is closed. Once the final approval has been given, it is booked and you receive a message containing the voucher number.
It is possible to change your approval by opening the voucher and repeating the process. This will also trigger a new attempt to book the voucher (provided the checks are OK).


{{ExpandImage|ACC-AOV-EN-Bild7.jpg}}


Unlike posted vouchers, preliminary vouchers do not have a reference number. Instead, they are displayed as *Preliminary to indicate that they have not yet been booked.
Two columns show the approval status and remaining approvers.
The Approval column shows the approval status, the approver’s user code and the date of approval.
The Delete button can be used to remove preliminary vouchers (to clear out incorrect vouchers that are not to be booked).


{{ExpandImage|ACC-AOV-EN-Bild8.jpg}}

Corrections to a voucher that requires authorisation can only be made using a new voucher number.
This means that when a correction is made to a voucher, the tick box below is ticked and cannot be unticked.
Approval is possible for a voucher that is assigned to (I) Purchases, (K) S/L, (L) P/L (J) INV and (P) Periodical allocations.


{{ExpandImage|ACC-AOV-EN-Bild9.jpg}}

If the logged-in user has authorisation to approve, a red badge showing the number of vouchers appears in the left-hand menu. This is only displayed if the Appoint approvers parameter is active.


[[Category: Accounting]]
[[Category: ACC-AOV-EN]]
[[Category: Manuals]]

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