Receipt types
Set up which receipt types can be selected when reporting expenses, with amount limits and account coding.
Receipt types control what a user can choose when an expense is reported, and how the expense is booked. You find them under Settings > Expenses.
Before you create a new one
The list has the filters Active and Inactive. Kleer reminds you to look under Inactive before you create a new receipt type, and it is advice worth following: a type that is no longer used is made inactive rather than deleted, so the one you need often exists already.
The fields of a receipt type
| Field | What it controls |
|---|---|
| Name | What the user sees when reporting expenses |
| Classification | What kind of expense the type is for |
| Amount limit | A limit for when something more is required |
| Maximum amount | The highest amount allowed on an expense of this type |
| Account | The account the expense is booked on |
Representation has two accounts
For representation one account is not enough, because the amount has to be split. That is why you enter both an account for allowable expenses (representation) and an account for non-allowable expenses.
If you set only one of them, the whole amount ends up wrong, and this is usually not discovered until the VAT reconciliation.
Link to a payroll item
A receipt type can be linked to a payroll item, but only some items can be selected. It has to be an item of the type net salary adjustment with the account 2820, that is short-term liabilities to employees.
If you do not see the item you expect in the list, it is almost always because it does not meet those two conditions. See Payroll items for how an item is set up.
How it fits with reporting
Receipt types are what the user meets in Report expenses. If a type is made inactive, it disappears from the choices, but expenses that have already been reported are not affected.