Expenses and extra hours

Configuration at the Module Level

Before using the expense reports, ensure you have configured the necessary features.

Access: Application Config → Apps Management → Employee Management, configure → click on the Company file → open the Expense tab.

1. Expense Templates: in this tab, find templates for expense reports (email notifications that can be automatically sent depending on the status of the expense report).

2. Kilometric expense product: this is the default product for kilometric expenses. When you create a kilometric fees line, an expense line will be created with the type of expense you have defined here. Expense types are created and configured in the Expense type menu.

Access: HR → Expenses → Configuration → Expense Type

In this menu, find associated expense types. These types are automatically transferred from the entry of an expense report (an airplane ticket, hotels, meals, etc.). These items can be created as a product.

caution

Remember to associate an accounting family for a product that is related to an expense reports, in order to be able to allocate the expense report correctly.

3. Expense sequence: go back to the HR configuration page of the company (access: Application config → Employee Management, configure → click on the company file, open Expense tab). In this tab you will find the expense report sequence. The sequence of expense reports will determine a sequence for each expense report.

4. Kilometric allowance rate: on the company's HR configuration page, you will also find the kilometric allowance rate. Note that you first need to configure other elements.

• Kilometric allowance params: configure the kilometric allowance params (fiscal horsepower). Define the different rates of kilometric allowance. Enter different fiscal horsepowers with a personalized rate for each horsepower. Access: HR → Expense Reports → Configuration → Kilometric allowance params. Give a name and a code. Once you have determined the name and the code, you can add a rate that will be associated with the fiscal horsepower.

• Kilometric allowance rate: click on the fiscal power contained in the table of kilometric allowance rates. The Kilometric allowance Rate pop-up window will appear. In this window, you will find the rules for kilometric expenses. It is advisable to apply rules for kilometric expenses with a legally defined rate. Note that it is possible to update the rates annually. When you have finished configuring the kilometric allowance rates, return to the employee file.

5. Benefits and expense reports: open the employee file (access : HR → Employees management → List of Employees → open an Employee file → open “Benefits and expense” tab). In the "Benefits and Expense" tab, you will find the configurations for the employee's vehicle. It is important that the Kilometric allowance params (fiscal horsepower) have been entered beforehand.

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If activated, an option becomes available in the "Expense Management" application configuration,, for kilometric expenses.

Kilometric expenses correspond to the number of kilometers between the departure and arrival addresses. This number will be automatically calculated thanks to a web service that connects to Google Maps or Open Street Map (determined in the base app, "Interfaces" tab, Mapping section).

Configuration of Expense Types and Vehicles

The creation of expense types is necessary for entering a product in an expense report. Accounting information must be entered in order to "ventilate" (breakdown) an expense report. It is necessary to configure the vehicle(s) before entering the expense reports.

Access: HR → Expenses → Configuration → Expense Type

Executing an Expense Report

Access: HR → Expenses → Expenses to Validate / Ventilate

Enter necessary information on an expense report.

1. General information will be automatically retrieved (the company, the employee, the currency, etc.).

2. Period: select a period.

3. Expenses paid with company’s credit card: indicate here whether the expense report was paid with the company's credit card or not.

4. General expenses: in this tab, enter the products. You can attach a note to a project.

• Select an expense type (configured in advance) and indicate the date of expenditure.

• Remember to enter the amount.

• To Invoice: check the box. When active, bill clients especially when it concerns a project.

• Justification: attach a justification, if you have one.

• Comment: leave a comment when needed.

5. Kilometric allowances: you have the possibility to add kilometric expenses to a project on a specific date.

• K.A.P: kilometric allowance params (fiscal horsepower). Select a fiscal horsepower (configured in advance).

• Type: select a type of kilometric expense (one-way or round-trip).

• Distance traveled: enter the distance that has been traveled. The traveled distance can be automatically calculated if you activate the option "Calculate distance with a web service" (see details below).

• City of departure / arrival: enter the cities (mandatory field). You can do this manually, or activate an option via Apps Management that will allow calculating the distance automatically. Access: Application config → Apps Management → Expense management, configure → activate the option "Compute distance with a web service". When this option is activated, the computation will be done automatically.

tip

The web service must be configured at the level of the Base module.

Access: Application config → Apps Management → Base, configure → "Interfaces" tab → Mapping → select a service (Open Street Map or Google Street).

• Total A.T.I.: the total amount of all taxes is calculated automatically if you have activated the option "Compute distance with a web service".

6. Send expenses: once you have entered all information, you can send the expense report by clicking on the "Send expenses" button.

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When you send an expense report, it will appear in the menu "Expenses to Validate" (access: HR → Expenses → Expenses to Validate).

Refuse or Validate an Expense Report

A superior will see from the menu “Expenses to validate” a list of his collaborators' expense reports to validate.

1. Refuse: when a manager refuses an expense report, the entry of a refusal reason is available. The note will move to the status "Refused". There is the possibility to return the expense report to the draft state.

2. Validate: when a manager validates the expense report, it moves to the status "Validated". The expense report can be allocated by the HR manager later; it will be available in the submenu "Expenses to Ventilate".

3. Ventilate & Account: once validated, the expense report can be “ventilated”. You can ventilate it and then generate the accounting entries associated with this expense report. Then, click on the “Account” button. Consequently, the accounting information with the date of the entry will appear.

4. Register a payment: indicate a payment method and a payment date to reimburse the expense report. Click on the "Register a payment" button.

Configuration of Templates and Extra hours types

For overtime, open configurations by Company.

Access: Application Config → Apps Management → Employee Management, configure → click on the company file → open the "Extra hours types" tab.

Here, you can configure email notifications.

1. Extra hours notification mail: here, you have the possibility to attach email templates to notify users of the validation of an overtime request.

2. Configuration of various extra hour types: before a user enters an overtime, it is possible to configure its type. Moreover, it is possible to configure an export code for overtime in the "Export" tab of the Employee Management module by company.

Entering Overtime

Configure the types of overtime beforehand.

Access: HR → Extra hours → Extra hours types

1. Give a title.

2. Indicate the increase in %.

3. If this type of overtime is taken into account in the payroll prep, check the box "Export for payroll preparation".

4. Export code : remember to enter its export code (the Export Code field appears when you check the payroll prep box). Afterward, open the Extra hours menu to enter extra hours.

Access: HR → Extra hours → Extra hours to validate

1. Enter the essential information.

2. +New: enter overtime in the Extra hours table by clicking on +New. Indicate the date, the number of hours, and select the extra hours type. You can attach the overtime to a project and provide a description. Confirm the line.

3. Confirm: once the entry of overtime is completed at the table level, you can confirm the entry by clicking on the "Confirm" button. Once the form is completed and confirmed, it moves to the "Waiting for validation" status.

4. Validate / Refuse: following confirmation, the manager will have a request to validate in the dedicated menu entry. Once the request is validated, the information on validated extra hours will be visible on the extra hours request.