Expense types are at the heart of Cleemy: they are the different kinds of expenses that your employees might have to declare. Cleemy allows employees to create many kinds of expenses in order to precisely respond to the needs of your company. For every expense type, you must define:
- Who has permission to use this expense type and if it will be subject to controls: limits, alerts, flat rates, etc.
- The manner in which the expense will be handled in accounting: charge account, VAT recovery, analytic imputations, etc.
- The general rules of how the expense type operates: does a digitized receipt have to be provided? Are guests allowed to be added (usually for meals)? In the case of mileage compensation, what is the reimbursement rate? How can a comment be entered?
Configuring an expense type
To change the configuration of an expense type or to create a new one, you must do so in the “Expense types” section found in the “Configuration” tab.
This page lists all the expense types created in your Cleemy product. When you click on one, its detailed parameters will appear organized into sections that you will describe later.
When you modify an expense type, you must save its changes (the button can be found at the bottom of the page).
The configuration of an expense type can seem complicated at first glance. This is why Cleemy flags expense types that have been incorrectly configured with an exclamation point. By hovering over this symbol, an information bubble will appear and list the problems that need to be resolved in order to use this expense type.
Some expense types have certain specificities: for example, you must indicate what the rules are concerning the reimbursement of mileage expenses that apply to your company.
Each expense type in Cleemy falls into one of the four following categories.
- Standard. No specific parameter applies.
- Quantity. This is usually used for hotels where several nights can be the object of a single bill: ceilings are adjusted according to the number entered by the user.
- Restaurants and guests: This allows for guests (from inside and outside the company) to be tracked and for restaurant vouchers to be regularized. To learn more about this expense type, please visit its dedicated support page.
- Mileage: to define a reimbursement rate and a method to enter a trip (distance or departure/arrival addresses). The mileage expense type is complicated, so we have dedicated a support page to it.
General parameters of an expense type
This text field allows you to label an expense type in your language. The name of the expense type is a multilingual field: if it is translated, it will be displayed in the user’s language. You may consult and modify different translations with the “Translate” link next to the text field.
This parameter is only available if you have signed up for the Cleemy digitized receipt option.
You can indicate if adding a digital receipt is mandatory or optional when declaring an expense of this type, or if it is simply not allowed (for example, in the case of mileage compensation).
The comments field is multilingual: you can indicate here if a comment is mandatory, optional or prohibited for the expense type.
This field is a simple text intended to be filled out with the name of the supplier from which the purchase was made.
The Cleemy iPhone and Android mobile apps display icons in expense reports. By clicking the icon, a mosaic will be displayed in which you can choose another icon for this expense type.
Accounting rules for an expense type
An expense type debits a charge account within every accounting plan for which it also has rules concerning the recovery of the VAT. All of this can be configured in the accounting plans interface.
In the expense type interface, you can find a summary of the controls that apply to an expense type as well as to each of the expense profiles to which the expense type is attached.
Rules cannot be modified in this interface, but a link will direct you to the expense profiles administration interface.
However, you can indicate how Cleemy must process expenses submitted to this expense type when the employee was absent on the day of the expense (weekend, holidays, leave).
The expense declaration form can be livened up with information bubbles in order to help your employees complete it. You can add up to three info bubbles to each expense type:
- Help regarding expense types can be found next to the drop down menu in the expense type section. It will explain the cases in which an expense can be declared as this type.
- Instructions concerning comments allow you to list the information that you expect from your employees when they fill out the comment field.
- VAT help appears next to the VAT field. It is possible to create a different info bubble for each entity if their VAT recovery rules are different. This can be configured in the “VAT recovery” tab in the accounting plan interface.
All info bubbles are multilingual: to display and modify their content in different languages, simply click on the “Translate” link.
Creating, duplicating, deleting and rearranging expense types
Creating and duplicating expense types
On the left of the interface, the button “Add an expense type” allows you to create a new expense type which you must fully configure.
To simplify the process, you can copy an already existing expense type that resembles the one you would like to create. An icon next to the description of an existing expense type allows you to do this. Please note that the new expense type won’t be attached to any profile: you must add it to the profiles for which this expense type must be accessible.
When a user declares an expense, Cleemy will display all the expense types he or she has access to (i.e. those attached to his or her profile) in a menu. These expense types are presented in the order displayed on the expense type configuration interface. To change the placement of an expense type, all you have to do is click on the symbol to the left of the expense type’s label then drag and drop it to where you would like it to be placed.
Deleting and deactivating expense types
You can delete an expense type with the trash can icon that can be found next to its description.
However, you can only delete expense types that have to expenses associated with them. This prevents you from erasing the declaration history of expense types that are in use.
You can deactivate an expense type with the “Deactivate” check box which can be found in the detailed parameters of the expense type when you select it. Users cannot declare a new expense to a deactivated expense type. However, existing expenses will not be impacted.
Modifying several expense type parameters
On the left of the interface, two links allow you to modify the attributes of several expense types at the same time: one for general parameters and one for analytic fields.
To change the configuration of a field (for example, the digitized receipt field) for several expense types at the same time, you must:
- Select the expense types to be modified (the check box at the top of the list allows you to select all).
- Open the drop down menu that corresponds with the field to be modified in the headers of the table.
- Select the configuration option that will be applied to every selected expense type.
Displaying the analytic or customized fields of an expense type
With the “Analytic and customized fields” entry, which can be found on the left of the expense type interface, you can define which expense types the analytic and customized fields can display.
This interface allows you to make several modifications at a time in the same way that you would in expense “General parameters.”