As Cleemy is an accounting software, the management of clients’ general accounting is at the heart of the product. Once expense types have been created in the tool, it is necessary to define all the accounting accounts that will allow for the generation of an accurate accounting export.
In order to manage this, we have put in place an administrative interface of accounting plans which allows you to:
- Differentiate between legal entities which have a different accounting systems by creating several accounting plans.
- Define all of your credit, charge, and VAT accounts.
- Configure your rules regarding the recovery of the VAT by accounting plan.
What is an accounting plan?
An accounting plan is the entirety of the accounting information for a given legal entity or a group of legal entities that share the same rules. The information found in the accounting plan will then provide the accounting export with necessary information.
Configuring an accounting plan
In order to modify the configuration of an accounting plan or to create a new one, you must visit the “Configuration” tab and the “Accounting Plan” section.
On this page, you will find the list of your accounting plans. By clicking on one of the accounting plans, its detailed configuration will appear. When you modify a plan, you will have to save your changes.
When you configure an accounting plan, Cleemy will alert you with an exclamation point as well as with notifications of the steps that you still have to complete. It does this in order to ensure that your accounting plan is configured correctly.
Configuration panel of an accounting plan
The configuration panel is composed of a header that allows you to modify the plan’s label, to attach it to legal entities, to copy it, or to delete it as well as five configuration tabs.
Listed below are descriptions of each of the tabs:
Third-party and financial accounts
This tab allows you to define the compensation accounts of expense reports and their potential auxiliaries (generally for employee accounts) by differentiating between expenses to be reimbursed to an employee and the expenses that are not reimbursable made by company cards.
The “payment compensation” account corresponds with a bank account from which you can proceed with the settling of employee expense reports.
Advances are managed using three accounts:
- One-time employee advances
- Regular advances
- Advances compensation (i.e. petty cash or bank)
These accounts can be divided into subsections by employee. It is possible to model these accounts with the same accounting code as the employee accounts. This will not change the functionality of Cleemy, only the accounting code to which the entries will be exported in your accounting software.
In order to define your accounts, you have the possibility to choose from three different formats:
- A constant. Ex. 421000
- A user. Ex. The name of the user or ID number
- A concatenation of constants and user information. Ex. 421 + name of the user
You can attach all of the configured expense types in the body of the charge accounts.
This tab, like the previous tab, allows you to create account numbers using the different formats mentioned above.
In order to attach one or several expense types to an account:
- select an account in the list or click on “Create a new account” if it does not already exist.
- for a new account, enter its accounting code in the “Constant” box in the middle of the interface.
- click on the applicable expense types that can be found on the right of the screen: they will be transferred to the middle of the interface to signify if they will be attributed to the selected account.
Payment Tabs and Cost Categories
These tabs are particularly used by certain clients who need the reporting of complementary information to the charge account in their accounting software (SAP, AX).
You can define the different VAT accounts and codes configured for your product. In order for a VAT to be used by your users, it is necessary to attribute it to an account or an accounting code.
Rules concerning VAT retrieval
You can configure the VAT retrieval and pre-calculation rules in case of retrieval.
VAT retrieval can be configured in three steps:
- Select the VAT rates that can be applied to the expenses of the expense type in the first column.
- If you would like Cleemy to do a pre-calculation of the VAT with one of the selected rates, all you have to do is click on the appropriate radio button in the second column.
- The two other check boxes indicate if the user has permission to modify the VAT that has been pre-calculated by Cleemy and if a “expense made abroad” box must be displayed when the user makes an expense abroad in his or her country’s currency (usually in the Euro zone): This will ignore the VAT of the expense.