Configuration settings for Expense claims
In the menu section "Configuration Settings / Expense claims," you will find settings that apply to the Expense claim module. For more information about configuration settings, refer to this article.
Make sure you understand what each setting does before making any changes. During the implementation of your Spend Cloud environment, you can always contact your Visma | ProActive Consultant for advice. If a module is already implemented, you can reach out to our support department for assistance.
Once you have made changes to a setting and clicked on "Save," you will need to log out and log back in to activate the changes. You do this by clicking on your name in the top right of the Spend Cloud, next you click on logout in the menu. When you log in again, the changes will be visible in your Spend Cloud environment. This also applicable for other users.
The following settings are currently visible in the Spend Cloud. Most of them can be edited by you, but some cannot. Our goal is to make as many settings as possible available for editing in the Spend Cloud. Currently, this is not possible for all settings, for example, because a database change is required, or a setting only works in combination with other settings or external packages. We will try to describe this as much as possible for each setting.
001 - Expense claim number format (Cannot be changed via the Spend Cloud)
This is the format in which the expense claim number is based. It is typically composed of the year and a series of sequential numbers. This sequence applies to all expense claims within the Spend Cloud environment. Changing this is impactful, as all historical expense claims would need to be adjusted if this is modified. Additionally, consideration should be given to whether the financial package (or payroll package) to which the reports are exported can accommodate the format. For these reasons, this setting can only be changed by a Visma | ProActive (support) consultant.
041 - Distance Calculation
You can choose whether the number of kilometers is calculated via the fastest or shortest route according to Google Maps.
004 -Administrations (Can not be changed via Spend Cloud)
This setting makes it possible to fill in an administration when filing an expense claim.
005 - Employments (Can not be changed via Spend Cloud)
This setting makes it possible to configure employments for users in Spend Cloud.
006 - Costcenters (Can not be changed via Spend Cloud)
This setting makes it possible to fill in a costcenter when filing an expense claim.
081 - Active process types (Can not be changed via Spend Cloud)
Here is defined whether the environment exports expense claims to a financial package, salary package or both.
074 - VAT (Can not be changed via Spend Cloud)
When this setting is enabled you can configure VAT codes within expense claim types.
008 and 009 - Work Translation
Specify the singular and plural translation of 'employments.' By default, we translate this to 'dienstverband.'
010 - Link expense types to organizational units (Cannot be changed via the Spend Cloud)
When this setting is enabled, you can link expense types to organizational units. This way, users can only select the expense type linked to the organizational unit where they have a role.
011 - Maximum Number of Characters
Set the maximum number of characters users can type in the description field when submitting an expense claim.
012 - Description in the header (Cannot be changed via the Spend Cloud)
This setting allows adding a description in the header of an expense claim, in addition to the existing option to provide a description in the expense claim line.
013 - Period in the header (Cannot be changed via the Spend Cloud)
This setting allows filling in the period in the header of the expense claim during its creation. This setting cannot be changed in Spend Cloud because some financial or salary packages cannot handle it, while for others, it is mandatory, especially if the period in the package has already closed for a past report.
058 - Default Filled Date for Expense Claims
Indicate the default date set when submitting an expense claim. You can choose from the first day of the period for which the claim is made, the date the claim is created (if it falls within the current period), or leave the field empty.
014 - Number of Expense Claims per Period
When enabled, users can only submit one expense claim per period. They will need to consolidate multiple expense claim lines into one if they want to claim multiple products/services.
015 - Expense Claim Line Date
When enabled, the date of the expense claim line must fall within the period for which the claim is submitted. Users cannot submit a claim for something they purchased/did last month.
056 - Maximum period difference (Cannot be changed via the Spend Cloud)
Here, you can set the maximum number of days difference allowed between the date of the expense claim in the expense claim line and the period in the header of the expense claim. This is applicable only if setting 013 is enabled.
046 - Import
With this setting, you can import employees with the default expense claim role.
057 - Registration number
When this setting is enabled you can configure registration number for employments (if applicable) from employees.
068 - Fixed amount
This allows setting that a user can claim a fixed amount for a specific expense type. This setting works with a limited number of financial packages/payroll packages and if settings 013, 015, and 056 are enabled. You can read here more about configuring expense claim types.
018, 038, 021, 024, 025, 026, 029, 080, 032, 069 - Notifications
These settings allow you to specify whether notifications and reminders should be sent to users. You can also set the frequency of the emails.
035, 036, and 037 - Confirmation
With these settings, you can indicate whether a message (with specific content) should be displayed to a declarant, where they can confirm the accuracy of their entered data.
042 and 077
We recommend not enabling these settings.
045 - Reject and Delete
With this setting, you can allow the rejection or deletion of expense claim lines from the export overview.
043, 067, 044, 048, 049, 050 to 054 (Cannot be changed via the Spend Cloud)
These settings concern the export of expense claims. You can specify whether the period should be exported, whether the period should default to the export date, whether a start date should be included, and whether a different payroll package should be selected for each administration. Additionally, the export format for the payroll package is set (if applicable), along with package-specific fixed export values.
069 - Notification for 'Paid'
By enabling this setting, when you mark an expense claim as 'paid,' users will receive a notification email informing them that their expense claim has been paid.
047 - Dimensions
Make the use of the configured custom fields available in the Expense Claims module.
059 - Ask for Opinion
Indicate whether users can only ask questions to employees from the employee list or whether they can also provide an email address of a person they want to ask for an opinion.
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