As an administrator, it is necessary to setup the various settings that deal with expense management. You can benefit from following these instructions to ensure that it is done correctly. It includes which settings you want regarding receipts, VAT codes and expense types.
Step 1: Setup Receipt Parameters
Under System setup > receipt parameters, you can decide whether the outlays/receipts that are sent for approval must be included in the salary file that Mileage Book ultimately generates. If you want the approved disbursements/receipts to be included in the salary file, you must put a tick next to "Include expense reports in payroll".
Step 2: Setup VAT Code
Under System setup > VAT codes, you have the option to enter how much can be deducted for a given type of expenditure. You create a new VAT code by pressing "Add". You must then fill in the information in the side window and finish by clicking "Save".
Step 4: ERP accounts
Before expense types can be defined, some ERP/financial accounts must be set up. This happens automatically if an integration to a payroll system has been set up. If you are in doubt as to whether your integration is set up correctly or whether there are any ERP/financial accounts on the account, you can always navigate to System setup > financial accounts, to see if any accounts have already been created.
If you do not have an integration for a payroll system and would like to handle expenses manually, you must navigate to system setup > ERP accounts and add your accounts. You can only add manually if no integration has been set up.
Step 4: Define Expense Types
Expense types act as a purpose for the uploaded expenses/receipts. If, for example, an employee uploads a receipt from a restaurant, it is important that e.g. restaurant visits is created as an expense type.
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You create expense types as follows:
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