Expense report payment with Cleemy

Background information

Cleemy is your expense report management solution and, consequently, it offers a payment option. Our solution offers two methods to simplify management and meet the needs of your accounting department.

Cleemy’s two payment methods

The expense report cycles through different statuses as Cleemy processes it: submitted, approved, approved & controlled, waiting for payment, paid. There are two ways to trigger switching to the last two statuses:

When payment of the expense report is triggered in Cleemy, its status switches to ‘Waiting for payment’. The length of time it remains in this status before switching to ‘Paid’ can be configured in the ‘Payment’ tab of the ‘Management rules’ menu in your Settings menu.

Changing an expense report after it was paid

If an expense report is changed after payment, it is not reversed (with a reversing transaction); its accounting entry is directly modified.

Consequently, when you display the entries associated with a payment in the history, the amount of the modified expense report equals its current amount and not the amount it was when paid.

 

This is not a problem for the integrity of the amounts due as calculated by Cleemy: the payment module identifies all lines for the third-party accounts in Cleemy and adjusts them at the slightest change to the amount (this is matching and unmatching in accounting).

After a modification, the expense reports keep the paid status: in most cases, it is a correction of an incorrect expense or the refusal of an expense. The bulk of the expense report is actually paid, even if there will be an adjustment on the next payment.

Cleemy exports payment accounting entries

If your accounting export format contains line templates for payments, Cleemy will export the payment accounting entries if the ‘Journals to export’ filter includes the payment log.

After it is exported to accounting, a payment can no longer be cancelled unless the accounting export containing it is also cancelled. Make sure you do not to double-count expense reports that are already integrated into payroll or accounting.

 

If your export format does not include payment entries, Cleemy will create them in its internal accounting to take into consideration (by unmatching) any changes made to an expense report that was already paid.

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