Expense types
How to configure expense types for classifying expenses
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Created: 01.09.2020
Updated: 12.06.2025
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Screenshots updated.
New expense types can be entered in the folder Settings > Projects > Expense types.
| Field | Meaning |
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Code |
An abbreviation is selected as the code to be entered later. This code is intended as an aid for entering information and is advantageously kept short. |
Active |
Expense types that are no longer used can be set to inactive in Vertec. They no longer appear in the selection list when entering expenses. However, they are still available for evaluations, etc. Simply remove the active checkmark. |
Text (language) |
The text you enter (and translate if necessary) appears with the expense being entered. See Entering expenses. |
Margin or unit price |
There are two variants of price calculation: price or margin. On the individual expense, you can switch between price and margin. The margin is predefined in Vertec. If, on the expense type, there is no amount in unit price (external), the system margin is automatically accepted. 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. For more information, see Entering expenses. Difference between internal value and costsUsually, 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. |
Accounting page
If an expense is entered on a specific expense type, the VAT rate of the project is usually used. However, a VAT rate can also be entered on the individual expense type, on the Accounting page. When entered, this VAT rate overrides the rate of the project and applies to all expenses entered on this expense type.
In addition, a separate VAT rate can be defined for purchases.
| Expenses purchased without VAT (e.g. kilometer allowance) |
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Example 100 km @ CHF 0.80
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| Expenses purchased with VAT (e.g. train, hotel) |
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Example 1 train ticket @ CHF 100.00 (actually paid price) Without margin:
With margin:
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Limit expense types to project types
Expense types can be limited to specific project types. If they are explicitly assigned to one or more project types, they only appear for entering on the projects of the project types to which they are assigned. You can find more information in the article about project types.