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♟ Expense claims: add your employee accounts

Set up your employee accounts to bookkeep expense claims on Spendesk.

Updated over a week ago

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 three 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 > Accounting > Employee Accounts: enter its code and don't forget to save!

At any time, you can add specific accounts both at the payment preparation level (Bookkeep > Prepare) and in your settings.

👉 Do you already have a 512 bank account for the reimbursement of expenses on Spendesk in General accounts ? This code has already been transferred automatically as a default account for the reimbursement of your employees. You can change it to an account payable code such as 425 so that it appears in the purchase journal for future expense claims.

Add a dedicated employee account

Employee accounts can be added in two ways:

1. From the accounting settings

Go to Settings > Accounting 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.

2. When preparing your monthly closing

You can also choose to add the employee account directly from the Payments > Prepare tab (or the Bookkeep > Prepare tab on Bookkeep 2.0).

👉 To display the expense claims only, use the Group By > Expense Type feature.

Remove a specific employee account

You can remove an employee account from the Settings > Accounting > Employee Accounts tab. Click on the small bin on the corresponding line to remove the employee account.

This deletion action only impacts the employee account, it does not delete the user from Spendesk. 👉 To remove a member.

⚠️ If you notice before export there are no employee accounts associated with an employee’s expense claim, you can send those expense claims back to Prepare, and apply the new employee account.

Accounting export files

In the accounting export, you have two documents:

1. Purchase journal

Depending on your export template, we don’t show the employee accounts the same way. If you use a dual-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. 👉 Customize your purchase journal.

2. 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 > Accounting > Miscellaneous account. In your bank journal, all Spendesk virtual or physical card payments are now showing under this 401 account.

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