After creating expense natures in the tool, you must define all the accounting accounts needed to generate an accurate accounting export.
To manage this issue, we set up an administration interface for charts of accounts so you can:
- Differentiate legal entities with different accounting by creating multiple charts of accounts.
- Define all your credit, expense and VAT accounts
- Set up your VAT recovery rules by chart of accounts
Configuring a chart of accounts
A chart of accounts is a set of accounting information for a given legal entity or a group of legal entities with the same rules. The information entered into the chart of accounts will then be used to populate the accounting export with the right information.
To change a chart of accounts’ settings or to create a new chart, go to the ‘Settings’ tab and then the ‘Charts of accounts’ section.
On this page, you will find the list of your charts of accounts. Click on one of the charts of accounts to display its detailed settings. When you modify a chart, you must save your changes.
When you set up a chart of accounts, Cleemy Expenses will let you know through exclamation marks and notifications what steps you still have to complete for your chart of accounts to be properly configured.
Configuring the chart of accounts
The configuration section includes a header (where you can change the chart’s name, link legal entities to it, copy it or delete it) and 5 configuration tabs.
Here are the details for each of the tabs below:
Personal and treasury accounts
In this tab, you can define balancing accounts for expense reports and any ‘auxiliary’ subsidiary accounts (usually for employees’ personal accounts) by distinguishing between expenses to reimburse to the employee and non-reimbursable expenses paid using corporate cards.
The ‘Corporate payment account’ is the bank account you use to settle employee expense reports.
Three accounts manage advances:
- Punctual advances to employees
- Permanent advances
- Advance offset (i.e. cash at bank or in hand)
These accounts can be subdivided by employee. You can model these accounts using the same account code as the employees’ personal accounts. This will not change how Cleemy Expenses works, only the account code entries will be exported to in your accounting.
You can choose from three different formats to define your accounts:
- A constant. E.g. 421000
- User data. E.g. User Name or Employee Number
- A concatenation of constants and user data. E.g. 421+User Name.
Here, you can link the set of natures configured in the instance to expense accounts.
Like in the previous tab, you can use this tab to create account numbers in the different formats listed above.
To link one or more natures to an account:
- select the account from the list or click on ‘Create a new account’ if it does not exist yet,
- for a new account, enter the account code in the ‘Constant’ box in the centre of the interface,
- click on the natures in question on the right-hand side of the screen: they will move to the centre of the interface to indicate that they will be allocated to the selected account.
Here, you can set the accounts and codes for different VATs configured in your instance. You must assign users an account or an account code for them to use a VAT.
VAT recovery rules
Here, you will set up the VAT recovery and pre-calculation rules for recovery.
VAT recovery is set up in three steps:
- In the first column, tick the VAT rates that may apply to expenses of this nature.
- If you want Cleemy Expenses to pre-calculate the VAT on one of the ticked rates, simply click on the appropriate radio button in the second column.
- The two other checkboxes indicate whether the user has permission to modify the VAT pre-calculated by Cleemy Expenses and whether a ‘Foreign expense’ box will appear when the user spends money abroad, but in their country’s currency (typically in the Euro zone): the VAT on their expense will be ignored.