All screenshots in the article were taken in the Dutch version of Yuki.
When a purchase invoice (addressed to the administration) has been paid privately by an employee, it is processed as a document of expense claim type. In cases where an invoice or receipt has been paid by a user with access to the administration but who is not an employee, the document is posted as a purchase invoice with payment method 'From private'.
To claim some receipts paid from private without having to upload them, employees and users with the 'Management' role can use the electronic expense claim.
Entering a expense claim is almost identical to that of a purchase invoice.
However, note the following differences:
- You do not select a supplier but an employee. The employee must already have been entered as a staff member in the 'Human resources' functionality. If the address details are entered here, they are automatically included in the entry.
- The 'Payment discount' field is not applicable.
- Only 'Electronic transfer' or 'Cash' can be chosen as the method of payment of the expense claim.
Once you have entered the data and added any notes (Notes field in Other section), you can have your input checked by clicking on the Complete button in the top left of your screen ór above the Other section and then open the next document in the workflow.
A processed expense claim is placed in the 'Human resources/Expense claims' folder with the relevant employee by default. An outstanding item is created for the relevant staff member (account '20000 RC employees'), the costs (including VAT) are posted to the relevant general ledger account(s).
When an employee in an administration is also recorded as the owner, partner or director of that administration, an expense claim is not posted to RC employees:
- In a sole proprietorship, general partnership or a partner ship the expense claims of the owner and partners are recorded as 'private deposit'.
- In other legal forms, the expense claims of the director(s) such as a director, shareholder, etc. are posted to the correct RC accounts.
It is therefore important in Yuki to enter the correct persons as owner, partner or director in the legal form of an administration (see company profile). This automatically creates the corresponding general ledger accounts 'Private...' or 'RC...'.