The employee accounts setting is only available for Controllers and Account owners that have the expense claims module activated. This feature is not yet available for Xero and Datev users.
In Spendesk, you have 4 possibilities to bookkeep expense claims:
use a default account only,
use specific employee accounts only,
use both specific employee accounts and the default account,
use employee accounts and auxiliary accounts.
Use a default employee account
In case you don't have specific employee accounts or prefer to bookkeep all expense claims under the same account, you can use a default employee account.
Add your generic account in Settings > Chart of accounts > Employee Accounts: enter its code and don't forget to save!
Add a dedicated employee account
There are 2 ways to add an employee account.
From the accounting settings
Go to Settings > Chart of accounts and then to the Employee Accounts section. Fill out the table by selecting the employee's name using the drop-down menu. Then add the specific employee account next to the employee’s name.
We flag duplicates to avoid confusion. You can also sort out the columns in alphabetical order, just click on the header.
When preparing your monthly closing
You can also choose to add the employee account directly from the Bookkeep > Prepare tab.
To display expense claims only, use the Group By > Expense Type feature.
Remove a specific employee account
You can remove an employee account from the Settings > Chart of accounts > Employee Accounts tab. Click on the small bin on the corresponding line to remove the employee account.
Spot the employee account in your export files
In the accounting export, you have two documents.
Purchase journal
Depending on your export template, we don’t show the employee accounts the same way.
If you use a double entry (debit/credit) export template, the employee account is located on the credit line.
If you use a single-entry export template, it’s displayed in the Counterparty column.
Bank journal
If you’ve reimbursed your employee from Spendesk, the relevant expense claims automatically appear in the bank journal. Employee accounts are displayed in the "Counterparty" column. Otherwise, the bank journal remains empty.
Spendesk bank account becomes a supplier account (401 Misc). Find it in Settings > Chart of accounts > Miscellaneous account. In your bank journal, all Spendesk virtual or physical card payments are now showing under this 401 account.