Personal expense type setup

From version 8.3 and onwards personal expenses not related to job (=operating costs) as well as “Private withdrawals” (if using company credit cards) is supported.

Personal expense entry on jobs is always supported without setup – while operating costs requires setup here: Obs: Personal expense entry on jobs now does require setup in the html version.

The VAT code columns must be filled to be able to select a location in the html version. That means you can limit the options by leaving the VAT code blank if you only allow one location.

The padlock on type “Job” and “Private Withdrawals” means that these are mandatory available and cannot be removed. The settings in the bottom of the screen (blue box) are not relevant for “Job” and “Private Withdrawals”.


Operating costs

Add one or more “Operating” types by pressing   . For the operating types to work the information in the bottom grid (blue box) must be completed. Hence choose operating accounts for each company represented in the database. And fill in default AR/AP code based on “Location” for the expense – designed to be able to provide as accurate VAT handling as possible. On the above image is shown an example of a setup for companies with European VAT.

American based companies using sales tax instead of VAT should only put the EXEM or NONE VAT code into “Domestic, no VAT”, so this will be the only value under location that the user is able to select, because VAT is not relevant to the company.



Private withdrawals

This option is designed for employees that use company credit cards for private expenses or private cash withdrawals. It requires a minimum of two creditor mappings for the relevant employee – one or more mappings to credit card creditors and one mapping to the employees own creditor. When this is in place follow this procedure:

  1. Activate employees “own” creditor as “Employee creditor”:
  2.  Map relevant credit card creditor to the employee creditor in “Employee creditor mapping”:

When “Private withdrawals” are entered the amount will credited on the credit card creditor – and debited on the employees own creditor.


For a general walkthrough of how users enter expenses see Time and material / Expense entry.

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