Background Information
The export module of Cleemy Expenses allows you to generate entries files going to your accounting and/or your payroll software, so as to avoid any manual re-entry of expense reports data in your information system.
Payroll exports are not mutually exclusive with accounting exports; you can generate both simultaneously or just one of the two types of export types.
Hence, you can choose to:
- entirely process the expense reports in payroll, which will require transferring charges and associated VAT to your accounting system.
- process the expenses in accounting only (while keeping the ability to manage SEPA wire orders using the payment module in Cleemy Expenses)
- process the expenses in the two systems, ideally with payroll transferring over to accounting upon expenses payment, so as to settle the co-workers' personal accounts for each pay period.
Exporting to accounting
Cleemy Expenses can generate several types of accounting entries for every accounting journal correlated to expense reports:
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Co-workers' expense reports, by debiting expense accounts and VAT accounts and by crediting co-workers' personal accounts (or a centralizing account)
- Expenses made using the company funds (expenses/VAT debit, bank credit)
- Associated payment entries (co-worker debit, bank credit)
- Allocation or reimbursement of punctual/permanent advances (debit on a co-worker' advance account, credit on the Cash and Bank accounts)
- Deducting expense reports from advances (between the co-worker's personal account and the advance account).
To find out more about exported entries, please check out our dedicated online article.
Accounting export files are based on chart of accounts and export formats, that differ from one legal unit to another, especially in multinational groups.
Exporting to payroll
Cleemy Expenses allows you to export the amounts spent by users, as well as the advances they have received, in a format that is compatible with your payroll software. It is possible to allocate these sums to various expense accounts that match with the expense natures, as well as to distinguish VAT amount but also to include temporary advance payments and reimbursement in the export.
Based on the settings of your payroll software, these exports can impact the payroll headings on pay slips (reimbursement of expenses and deductions linked to advances), or be integrated for reporting purposes only, such as to comply with French DSN (simplified electronic system of payroll and social security returns).
The payroll exports systematically generate entries lines adding up amounts on a given payroll account. For example, if a co-worker has submitted two lunch expenses of £10 and £20, the export will display a £30 expense line.
Setting up the exports
Once the charts of accounts, payroll charts and accounting export formats have been set up, you can define the types of export to be used for each legal unit in the ”Management rules” menu of the Settings module.
The settings differ from one entity to another. On the left hand side of the interface, you will see the list of legal entities for which settings have already been activated, followed by the list of companies with no current settings. Click on a company name to implement the settings.
To set up the exports, please click the entity name on the right hand side of the interface.
Use the two check boxes to indicate if an entity needs the export of accounting, payroll entries, or both.
Setting up accounting exports
If the corresponding box has been checked, the exports will be generated using the chart of accounts and the export format you have indicated. If necessary, they can be modified by clicking the links that will redirect you to the dedicated interfaces, where you can change the connection of legal entities to another chart of accounts or export format.
Setting up payroll exports
Just like for the accounting exports, the interface indicates the export format and the chart of accounts currently set up for the legal unit you selected. However, you can choose the payroll export format to be used among the list of available models.
The SAGE format is designed to operate the “free constants”. It is composed of 4 fields per line:
- User number
- Element type (systematically takes the 255 value to indicate that we will use a free constant)
- Element code (that of the free constant)
- Element value (amount to allocate)
As payroll export formats are not directly configurable, please get in touch with the Lucca support team if your software format does not appear in the list. The export formats generally offer two alternatives, one accepting advances, the other not.
The second check box indicates if the VAT needs to be directly incorporated in the expense accounts or if it has to be charged on separate accounts.
Automating exports
The accounting and payroll exports, as well as payments can be planned and generated automatically by Cleemy Expenses. They will be sent by email to the email addresses of your choice or dropped on a FTP server.
To find out more, please check out our help article dedicated to the exports automation.
The expense reports can also be generated using a dedicated Web Service.