Expense types

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This is a new field introduced with Vertec version 6.8. It enables the automatic receipt recognition to define an expense type based on the information from the receipt. The following kinds of receipt are available: None, Hotel accommodation, Fuel, Public transportation, Parking, Meals, Others.

Each kind of receipt can be assigned exactly ONE expense type. The default value is None.

Margin or unit price

There are two price calculation options: margin or price. On the individual expense, you can switch between margin and price.

• When a new expense is created in Vertec, the margin is predefined. If, on the expense type, there is no amount in the unit price (external) field, the system margin is automatically applied, with which a margin (as a factor) can be entered for the amount entered.
• If you want to work according to the quantity and price system, you need to ensure that a unit price (external) has been specified for the expense type. If you simply want to enter the relevant price per unit (like in the example above), enter a 1 here.

Difference between internal value and costs

Usually, the internal value and the cost value are identical. The cost value differs from the internal value only if you want to calculate an overhead markup on the price paid for the expense as part of cost accounting. In this case, you enter the price plus the overhead markup in the costs field. The cost value is then calculated accordingly when the expense is entered.

Enter as gross amount

On expense types, it is possible to predefine whether the expense amount is entered as gross or net. On individual expenses, this information can also be overridden.

Reimburse

If an expense type is selected with the Reimburse option, the expenses entered for it are automatically classified as refundable to the employee. The price paid out to the employee is calculated from the internal value plus VAT purchase. For more information, see the article about entering expenses.

• Purchase VAT = none
• VAT resale = standard rate
• Net amount is entered

Example

100 km @ CHF 0.80

• Internal value = CHF 80.00 (gross and net equal, this amount is refunded to the employee)
• External value = CHF 80.00 (net) + CHF 6.40 VAT, results in CHF 86.40 on the invoice

• Purchase VAT = standard rate
  (e.g. hotel = other rate)
• VAT resale = standard rate
• Gross amount is entered

Example

1 train ticket @ CHF 100.00 (actually paid price)

Without margin:

• Internal value (rate = 1.00) = 92.59 net / 100.00 gross (gross amount is refunded to the employee)
• External value (rate = 1.00) = 92.59 net / 100.00 gross (this value is on the invoice)

With margin:

• Internal value (rate = 1.00) = 92.59 net / 100.00 gross (gross amount is refunded to the employee)
• External value (rate = 1.10) = 101.85 net / 110.00 gross (this value is on the invoice)