Overview
In Bezala, accounts are divided into two types:
Payment Methods (Asset accounts): How the expense was paid - cash, credit card, personal funds for reimbursement.
Purchase Types (Expense accounts): What type of expense it is - travel, meals, office supplies etc.
Creating (or edit/deactivate/delete) Accounts
Users with Manager/Accountant role can add/edit/delete and deactivate accounts in your company's Bezala environments.
Login to web version. Go to main menu ==> Accounts
Click "+ Add Account" in the lower right-hand corner.
Click yellow edit pen on correct account row if you want to edit existing account.
Click grey "Deactivate"-button to deactivate an account.
Sort by deactivated and click red trash icon if you want to delete account.
Fill in: Name, Code, Type (Payment (Asset) or Purchase (Expense), see more down below). Name and Code must exactly match your bookkeeping software accounts.
Optional:
Visibility:
Leave empty, if account should be visible to all users.
Choose resources (i.e. users) that should see the account in the receipt form, if you want to limit visibility.
For mileage and per diem (daily allowance) purchase accounts it might be good to uncheck "Show on receipt form"-check box, so users do not accidentally use these purchase accounts for receipts.
Approval cycle: Most of our customers use user-level or company-level, not account-level approval cycles.
Expense category and conditional fields for purchase accounts to make emission estimates better.
Limit per user (see more down below)
Representation check box (see more under purchase account headline down below)
VAT-settings for purchase accounts: Don't use this on account level in general, do Company level VAT-settings instead.
Click "Save" in the lower right-hand corner.
Note! If your company uses Netsuite all payment methods and purchase types should be fetched to Bezala via integration.
Account Types
Payment Methods:
Represents the source of payment
Examples: Company credit card, Personal cash (reimbursable), Petty cash, Travel account
Recommended to limit visibility (i.e. choose recourses) for specific named credit card accounts, i.e. John Smiths credit card should only be visible to John Smith.
Are asset accounts in your chart of accounts
Determines if expense is reimbursable to employee.
Note! Make sure that your reimbursable and non-reimbursable payment accounts have different codes.
Purchase Types:
Categorizes what was purchased
Examples: Travel expenses, Meals & entertainment, Office supplies
Linked to expense accounts in your chart of accounts
Used for cost reporting and budgeting
4e) Representation: click representation check box if purchase account is for representation costs in Account-section.
If Representation account is chosen in receipt form, it triggers an additional question about participants.
4c) Expense Category:
Choose fitting category from drop down list to make emissions estimate more accurate.
4aiii) For mileage and per diem (daily allowance) accounts it might be good to uncheck "Show on receipt form"-check box, so users do not accidentally use these purchase accounts for receipts.
Note! If your users often use wrong purchase type in receipt form for something specific (e.g. parking), you can make account rules to automatically choose right purchase type for users.
4d) Spending Limits for Purchase (Expense) Type Accounts
You can set a spending limit per user for a specific purchase account as follows:
Go to Main menu ==> Accounts
Click yellow edit pen on the already existing purchase account row you want to limit or create a new account and choose type: purchase.
Enter the desired amount in the Limit per User field.
Select the desired time frame per year, per month or per day from the dropdown menu for the limit you set.
Save the changes you made.
When a user enters their receipts within the specified time frame for the spending limit, these expenses are summed up in the background. Once the set limit is exceeded, the user cannot enter a receipt, and an error message is displayed on the receipt form. In screenshot down below I have already used 10€ on a previous purchase and the error message shows how much I have left.
This spending limit is normally used by e.g. our Swedish customers, when they limit the health allowance account to a yearly limit for a user.