Expense registration in the Flex HRM app

In HRM Travel, you can configure how expenses should be managed under Settings > Travel > Expenses & Entertainment. To make things easier for you, we plan to remove some of these options in the future. For example, purpose will always be required for entertainment, instead of you needing to set a requirement on each individual entertainment code. The Flex HRM app already works in this simplified way and always requires you to specify a purpose for entertainment, regardless of the settings made for the code.

What rules apply for expense codes and dates?

• Active codes: You can only register active codes.
• Authorisation: You can only register codes you are authorised for.
   Users who lack permission to register expenses and entertainment will not be able to do so in the app, and will not see the Scan receipt menu. 
• Date: You must always specify a date.
  
  

How are currency and VAT handled?

• Currency: Currency is scanned from the receipt. At the total amount, you can manually select another currency. If you do not specify otherwise and if another currency is not scanned from the receipt, it will use the company's base currency.
• Exchange rate: You cannot change the exchange rate yourself. It is only displayed if you are using a currency other than the base currency. The system’s setting for adjustment of exchange rate is respected.
• Total amount: You must always specify a total amount.
• VAT amount: VAT can be specified, must be specified, hidden, or is locked depending on the setting of the expense code.
• VAT (%): This is automatically taken from the code unless you specify otherwise or if a different rate is scanned from the receipt.
• VAT with currency: The general setting Only calculate VAT when base currency has been specified is respected. If it is checked, VAT is not applied—neither from the expense code percentage nor from receipt scanner—when a currency other than the base currency is used. The expense code setting 'Lock VAT on currency' is respected. 
• VAT allocation: This function is not yet available in the app.
• Max VAT: The limit for maximum VAT is respected. If the VAT is too high, it cannot be saved.
  
  

How are quantities and amounts handled?

• Quantity for entertainment: The quantity is primarily taken from your registered participants. If there are no participants, the quantity is taken from the expense code.
• Quantity for expenses: Quantity is not displayed in the app. Expenses get quantity from the expense code. If the expense code has no quantity setting, it will be 1.
  
• Max. number: The system does not check the maximum quantity limit when you save. The quantity comes from the expense code, and if it has a lower max quantity than the proposed quantity, it is likely to be incorrectly set up. Such registration will be discovered at audit.
• Unit price: This is not displayed in the app. It is calculated using quantity and total amount.
• Max unit price: The system checks and respects the maximum unit price limit when you register entertainment, but not when you register an expense.
• Max. total amount: The system checks and respects the limit for maximum total amount.
  
  

How are attachments, comments and participants handled?

• Attachment: You must always attach an attachment.
• Receipt scanner: This function is always active.
• Purpose and comment: You must specify a purpose for entertainment, but comment it is optional for other types of expenses. The setting to use manually entered attachment descriptions as comments does not apply in the app.
• Tips: When the entertainment code is set so that tips is locked, or not displayed, the field will be hidden in the app. Tips are registered outside of the total amount. In a future version, you will be able to choose whether the tip is included in the total. 
• Separate participant list: Cannot be used.
• Position: Not required.
• Description of code: Is not displayed in the app.
• Paid by the company: Is currently not displayed in the app. You can view and change it in the web version of Flex HRM. For expense codes where Paid by the company is set to "Yes, always" it will take effect.
  In a future version: Both "Yes" and "No" will also take effect.

Where of breakfast in Norwegian companies 

In companies with Norway as the home country, Where of breakfast is displayed when you register an expense with the type Accommodation. If breakfast was included in the total amount, enter the breakfast amount in Of which breakfast.