This help page explains how to adjust an expense that was made using a Cleemy card but that is not covered by the company. This covers two situations:
- Incorrect use of the Cleemy card (e.g. a personal expense)
- Using a Cleemy card for an expense that exceeds the upper limit specified in the company's expense policy ceiling: in this case, the adjustment only relates to the amount that is not covered by the company.
These non-covered expenses are managed using a one-off advance mechanism. The advance is used to record a debt that the employee owes to the company. This help page explains the adjustment mechanism and the settings you need to put in place to get the best out of it.
- How do I delete an expense that was wrongly made using a Cleemy card?
- What do I do if an expense is made with a Cleemy card that exceeds the upper limit?
- How will incorrect or over-the-limit expenses be adjusted?
- How do I set up my export and chart of accounts to take into account one-time advances related to Cleemy cards?
How do I delete an expense that was wrongly made using a Cleemy card?
As an administrator, you can use Cleemy Expenses to delete an expense made by an employee using a Cleemy card if you think that the Cleemy card has been used incorrectly. The employee or manager must notify you if an incorrect expense is made.
Please note: you must be a Cleemy Expenses administrator and have the permission to “edit an expense at any time”. For more information on managing roles: Setting up roles in Lucca.
To delete an expense, go to the relevant employee's expenses, then click on the “delete” icon on the Cleemy card expense in question. Then confirm that you wish to permanently delete the expense. Deleting an expense cannot be undone.
Deleting an expense automatically generates an advance entry between the advance account and the relevant employee’s reconciliation account. The advance entry is for the full expense amount. For this, you need to set up advance lines in your accounting export format and an advance account in your chart of accounts.
When the advance is transferred, an email notification is sent to the employee.
What do I do if an expense is made with a Cleemy card that exceeds the upper limit?
For expenses that exceed the upper limit, a one-off advance is issued to the employee for the amount that is over the limit. The advance is transferred automatically once the approval and checking processes are complete. This prevents you from having to issue an advance when an upper limit is increased during the approval or checking processes.
There are therefore two entries for this expense:
- an entry for the amount authorized by the expense policy on the employee's reconciliation account and the expense account,
- an advance entry for the amount that exceeds the upper limit, between the employee's reconciliation account and the advance account.
When the advance is transferred, an email notification is sent to the employee.
How will incorrect or over-the-limit expenses be adjusted?
To settle this debt, the employee may pay their business expenses using a personal means of payment: they then submit the expense, which will be reimbursed from the advance account balance.
To make the employee use a personal means of payment, you can temporarily block the employee's Cleemy card by setting the upper limit to €0.
Example for a €10 advance account:
The employee can also make a transfer to the company's account: in this case, you must manually enter the reimbursement in the advance module on Cleemy Expenses by selecting the “enter the reimbursement of a one-off advance already paid” action.
How do I set up my export format and chart of accounts to take into account one-time advances related to Cleemy cards?
Setting up the chart of accounts
In the “Settings > charts of accounts” section of Cleemy Expenses, you will find your charts of accounts.
To use the one-off advance adjustment mechanism, you need to set up a one-off advance account (in your third-party accounts). You can separate this one-time advance account by employee, for example.
If your employees reimburse their advances via a transfer to the company account, remember to enter your cash account in the financial accounts:
Setting up accounting line items
To use one-off advances in the event of a deleted expense or an expense that exceeds the upper limit, you need to set up your accounting export.
On your Cleemy Expenses application, go to Settings > Accounting export formats. You need to set up the following two account lines:
- a debit line for an advance payment to an employee,
- and a credit line for the corresponding advanced payment.
If your employee accounts and one-time advance accounts are different, you must also set up the advance charge entries:
To add a line, click on the first cell of an existing line, then on “add”. See the help page: Configuring accounting export formats.