Visma.net ERP
Time and expenses preferences (EP101000)
This topic gives you information about the elements that you find in this window in Visma.net ERP, such as fields, field values, buttons, and check boxes.
You use this window to configure the Time and expenses workspace.
The settings of the
workspace include the number series assigned to expense claims and time cards to be used to assign expense claims and time cards for
approval.
General information tab
The general settings for the Time and expenses workspace include default options that affect claim and document processing.
The Number series section
| Element | Description |
|---|---|
| Expense claim number series | The number series used to automatically assign numbers to expense claim documents as they are created. |
| Time card number series | The number series used to automatically assign numbers to time cards as they are created. |
The Pending approval notification section
| Element | Description |
|---|---|
| Expense claim notification |
The notification template that the system uses to generate notification emails for employees that approve expense claims. An employee receives an approval notification when an expense
claim requires approval from this employee. For more information, see: About expense claim approval |
The Posting settings section
| Element | Description |
|---|---|
| Automatically release customer documents |
If you select this check box, customer documents generated through the Time and expenses workspace (for instance, invoices generated on expense claim release) are released automatically. If the check box is cleared, the supplier documents can be released only manually in the Customer ledger workspace. For more information, see: Process customer ledger documents - overview |
| Automatically release supplier documents |
If you select this check box, the supplier documents generated through the Time and expenses workspace (for instance, invoices generated on expense claim release) are released automatically. If the check box is cleared, the supplier documents can be released only manually in the Supplier ledger workspace. |
| Automatically release project documents |
If you select this check box, the project transactions generated through the Time and expenses workspace are released automatically. If the check box is cleared, the project transactions can be released only manually in the Projects workspace. |
The Note and file handling section
| Element | Description |
|---|---|
| Copy notes to customer documents | If you select this check box, the system will copy the notes attached to the expense receipts to the related customer documents, after the expense claim is released. |
| Copy files to customer documents | If you select this check box, the system will copy the files attached to the expense receipts to the related customer documents, after the expense claim is released. |
| Copy notes to supplier documents | If you select this check box, the system will copy the notes attached to an expense claim and its detail lines to the related supplier documents, after the expense claim is released. |
| Copy files to supplier documents | If you select this check box, the system will copy the files attached to an expense claim and its detail lines to the related supplier documents, after the expense claim is released. |
| Copy notes to project documents |
If you select this check box, the system will copy the notes attached to the expense receipts to the related project or contract transactions (if generated), after the expense claim is released.
The notes attached to an activity
associated with a project, should be copied to the related project transactions, after
the activity is released.
|
| Copy files to project documents |
If you select this check box, the system will copy the files attached to the expense receipts to the related project or contract transactions (if generated), after the expense claim is released.
The files attached to an activity
associated with a project, should be copied to the related project transactions, after
the activity is released.
|
The Expense claim settings section
By using the Combine sales sub. from and Combine expense sub. from settings, you can define rules for specifying subaccounts on data entry forms by combining segment values from the subaccounts assigned to the entities involved: company location, customer location, employee, or item.
| Element | Description |
|---|---|
| Combine sales sub. from |
The subaccount mask that defines the rule of selecting segment
values for the sales subaccount to be used on data entry forms in
the Time and expenses workspace. To set up the rule, select a segment, press F3, and select the source of the segment value, which can be one of the following options:
For a segment, the character designating each option is repeated as many times as there are characters in the segment. |
| Combine expense sub. from |
The subaccount mask that defines the rule of selecting segment values for the expense subaccount to be used on data entry forms in the Time and expenses workspace. To set up the rule, select a segment, press F3, and select the source of the segment value, which can be one of the following options:
For a segment, the character designating each option is repeated as many times as there are characters in the segment. |
| Non-taxable tip item |
The non-stock item that defines non-taxable tips that may be included in purchase and sales invoices as separate document lines. If a non-stock item is selected in this field, the Tip amount field appears on the Receipt details tab of the Expense receipt (EP301020) window and the Tip amount column appears on the Expense claim details tab of the Expense claim (EP301000) window so users can claim non-taxable tip amounts. The selected non-stock item must be associated with a VAT category that includes only taxes with zero rates or no taxes at all. |
| Use receipt accounts for tips |
If you select this check box, the following settings on the Receipt details tab of the Expense receipt (EP301020) window are used as the source of the account and subaccount (if subaccounts are in use) to which tip amounts are posted:
If the check box is cleared, the following occurs:
This check box is available only if a non-stock item is selected in the Non-taxable tip item field. |
| Hold expense claims on entry | If you select this check box, a newly created expense claim will have the On hold status by default. |
| Allow mixed tax settings in claims |
If you select this check box, expense receipts with different tax settings (that is, different VAT zones, tax calculation modes, or both) can be processed within one expense claim. On release of this
expense claim, the system generates multiple supplier invoices,
each of which contains expense receipts with the same VAT zone and
tax calculation mode. |
The Time reporting settings section
| Element | Description |
|---|---|
| Require time on activity | If you select this check box, the start time is displayed for activities in the Date field in the Activities (EP404300) window. |
| Default time activity type | The type assigned to a time activity when a user creates the activity. |
| Min. invoiceable time |
The minimum time, in minutes, that is included in the invoice when a user runs invoicing for time card or time activity. For instance: If the value of this setting is 15 (minutes) and the duration of your time activity is 5 minutes, the system will still invoice for 15 minutes. |
| Regular hours | The earning type that the system must treat as regular hours. |
| Public holidays | The earning type that the system must treat as holiday hours. |
| Holidays | The earning type that the system must treat as vacation hours. |
| Post to off-balance account group |
If you select this check box, the transactions originating
in the Time and expenses workspace should update the balances of an
Off-balance account group or the balances of General ledger accounts.
If this check box is selected, the transactions do not update the General ledger. |
| Off-balance account group | The account group of the Off-balance type to be used to post transactions originating in the Time and expenses workspace. |
The Week settings section
| Element | Description |
|---|---|
| Custom week configuration | If you select this check box,custom weeks can be configured on the Custom week settings tab. |
| First day of week | The day to be used as the first working day for custom weeks. |
The Approval section
| Element | Description |
|---|---|
| Release time card from Approval | If you select this check box, the system releases the time sheet from Approval. |
| Release expenses from Approval | If you select this check box, the system releases the expenses from Approval. |
| Turn off Approval flow for the time cards | If you select this check box, the system will not use Approval for time card. |
Custom week settings tab
This tab appears only if the Custom week configuration check box is selected
on the General settings tab.
On this tab, you can configure
the custom weeks for use with time cards.
You click the Generate
weeks button to configure the weeks and to generate the configured
custom weeks.
Custom weeks are generated according to the following rules:
- For a date range that already holds time cards or activities, weeks remain as they were to avoid contradiction between the new numbers for custom weeks and the numbers of the weeks to which existing time cards or activities refer.
- For a date range that starts after the latest existing time card or activity, weeks are created in accordance with your settings specified in the Generate Weeks dialog box.
Custom weeks cannot include more than 7 days.
For example: Suppose that an
organisation has a financial year based on weeks that start on Monday.
The
organisation files reports on the 15th day of each month, and in January, it falls
on Wednesday.
The week used for time cards should end on January 15, and the week
will include 3 days.
The next week will start on January 16 and will last 4 days.
The 3 weeks following the next week will be full calendar weeks.
The week that
includes February 15 will also be cut into two weeks.
The top part
| Element | Description |
|---|---|
| Year | The year for which the list of custom weeks is displayed in the table below. |
| Generate weeks (button) | A button that you click to bring up the Generate weeks dialog box, which you can use to define these weeks and to generate them. |
The table
This table displays the generated custom weeks. You can only edit them by starting at the last listed week and working backwards.
| Column | Description |
|---|---|
| Number | The number of the generated week in the selected year. |
| Active | A check box that indicates that the week is active and available for selection on the data entry forms. |
| Start | The start date of the week. |
| End | The end date of the week. |
| Full week | A check box that indicates whether the custom week is a full calendar week (that is, if it includes 7 days). |
The Generate weeks dialog box
| Element | Description |
|---|---|
| From date | The date that starts the date range for which the custom weeks will be defined and generated. |
| Until date | The date that ends the date range for which the custom weeks will be defined and generated. |
| Cut-off day one | The type of the first day within the reporting period that
divides the corresponding week into two weeks. You can select one of the following options:
|
| Day one | The particular day of the month that ends the week; this field is available only if Fixed day of month is selected in the Cut-off day one field. |
| Cut-off day two | The type of the second day within the reporting period that
divides the corresponding week into two weeks; this field is available
only if Fixed day of month is selected in the
Cut-off day one field. You can select one of the following options:
|
| Day two | The particular day of the month that ends the week; this field is available only if the Fixed day of month is selected in the Cut-off day two field. |
Related concepts
About integration with other modules
About setup and configuration of the workspace
About multiple calendar support
Related tasks
Set up and configure the workspace
Set preferences for Time and expense
Related windows
Project accounting preferences (PM101000)
