Create electronic expense claim

Modified on Fri, 29 Sep, 2023 at 2:40 PM

Disclaimer

All screenshots in the article were taken in the Dutch version of Yuki.

Yuki has developed an electronic form where, as a user, you can enter and declare all small expenses that you have paid privately. You can use that form for several purposes:

You do not want to upload all the receipts, but collect everything to save costs and time (scanning).
You want to allow your employees to submit their expenses electronically.

Only employees and users with the 'Management' role can fill in this expense claim!

Only users with the 'Management' role can send the expense claim so that, if used, it ends up in the payment list.

A processed electronic expense claim is placed in the 'Human resources/Expense claims' folder with the relevant employee by default.

In addition, a task is also created for a user with the 'Management' role to approve the claim when this user is entered as a manager with the employee on the 'Employee' tab.

An open item is created for the relevant staff member (account '20000 CA employees'), the costs (including VAT) are posted to the relevant general ledger account(s).

An expense claim can be created from different places in Yuki:

Click on the PO Box icon in the navigation bar. Subsequently, in the now-opened screen, click on Expense claim.
Click on the HR icon in the navigation bar and then click on Expense claim.

The following screen is opened:

In the input screen, specify the expense claim by filling in the fields below correctly:

Company: only visible if there are several administrations in your domain. You must specify here in which administration the claim is to be posted.
Employee: select the employee to whom the claim should be reimbursed. The employee must already have been entered as a staff member in the HR functionality.
Bank account: enter the bank account on which the claim should be paid.
Description: enter a short description. This will be the description of the document in your archive e.g. 'Expense claim December 2019'.
From date: this date is purely informative
Till date: this date is purely informative.

Add expense claims

You can now enter your various expense claims line by line.

Expense type: select the type of expense. This determines where the expense is posted.
Invoice amount: enter the total amount of the expense. This amount includes VAT (and any tip). The amount is always declared in Euros.

Should you have paid in another currency, convert it to Euros yourself. For this, you can use Yuki's currency calculator. This can be found at the top right of every Yuki screen.
VAT amount: enter the VAT as stated on the receipt (or that part you wish to reclaim). Remember that the Tax authorities will not accept certain VAT such as cigarettes on a petrol receipt.
Decription: if necessary, give some additional explanation regarding the expense. For example, which customer you had dinner with.

Once you have entered the expense claim, you can save it by clicking on the Save button. The expense claim is now in 'Draft' in the 'Human resources/Expense claims' folder. The expense claim is then not yet processed.

Send the expense claim

Only a user with the 'Management' role can send the expense claim so that, if used, it will end up in the payment list.

Once the claim is ready to be processed and automatically posted, it can be sent from various places in Yuki:

Hover over the Archive icon in the navigation bar. Subsequently, in the now-opened screen, click on File cabinet, In the now-opened screen,, click on the Human resources folder and then open the Expense claims tab. Click > in front of the relevant expense claim to open it, click on the Edit button and then click on the Send button.
Hover over the Calendar icon inthe navigation bar and then click on Tasks. In the now-opened screen, click > in front of the relevant task (Approve expense claim) and then click on the name of the expense claim to open the document.

Subsequently, in the now-opened screen, click on the Edit button and finally click onthe Send button.

Entry

When an employee is also recorded in an administration as the owner, partner or director of that administration, a claim is not booked on RC employees:

In a sole proprietorship, VOF and a partnership, the expense claims of the owner, partners and associates are recorded as 'private deposits'.
In other legal forms, the expense claims of the director(s), shareholder, etc. are posted on the appropriate Current Account.

It is therefore important in Yuki to enter the correct persons as owner, partner or director in the legal form of an administration (see Enter company profile). This automatically creates the corresponding general ledger accounts 'Private...' or 'CA...'.

Keep the receipts as attachment

For the Tax authorities, it is necessary to keep the original receipts. It is sufficient to keep the originals in a folder in the office. Alternatively, you can choose to scan the receipts when making a expense claim and keep them in Yuki. To prevent Yuki from processing (and charging for) these twice, it is best to create your own tab in the 'Human resources' folder for this purpose (e.g. 'Attachments'). From this tab you can then upload the receipts (e.g. as a single PDF file) as an attachment. For your own information, it is then useful to refer to the subject of your expense claim in the description of that attachment.