1.Introduction
The Beta-tester role in Bezala works together with other user roles, which means that you need to have another role with the Beta-tester role to access the functions of the Beta-tester role.
Most users do not need this role, but we recommend that at least the main user of the company's Bezala environment has it.
2. How to get the Beta-tester role
There are two ways to get the Beta-tester role:
Adding it by Excel import (read also Excel import guide | Bezala Help Center):
This needs to be done in Bezala's webversion by a user with at least a manager role:
Go to Users in main menu.
Click "Download spreadsheet"
Edit E-column (User roles) on the correct user's row and add to that cell value the following ,BETA_TESTER
Save edited excel file, where you can easily find it.
Click "Upload spreadsheet" on the Users-page (main menu ==> Users) and choose your saved file.
Ask Bezala support to give it to you:
Make sure that you are the main admin user in the company. We usually do not do this without their approval, and it is easier for us, if the correct person sends this request to us.
Send email to [email protected] and include the following in the email:
I am the main user of company name and I want to give the Beta-tester role to the following:
Email adress of person who needs the Beta tester role
Which Bezala environment(s) they need the Beta tester role in (some of our users have access to many Bezala environments).
If a user with a Beta-tester role no longer works for your company, the role will be deleted when you delete the user. If you only want to take away the Beta-tester role for a specific user, you should contact support with the request.
3. Employee + Beta-tester role
Most employees do not need a Beta-tester role. If however, your employee needs access to our subscription function, then they need it.
Minimum requirements for subscription function in Bezala:
Company has credit card integration with Bezala AND
User has at least employee and Beta-tester role in Bezala
The subscription function lets the user subscribe to e.g. a monthly expense that is exactly the same every month.
Useful for users that pays company's software bills etc. with company credit card. See more about subscriptions here.
4. Manager + Beta-tester role
If you are a manager that adds a lot of users, the Beta-tester role could be useful, since it helps you go against company default settings for a specific user (see 4.2.-4.3.).
4.1. Advanced company settings
Click Company settings ==> Basic settings-tab
You can fill in External company ID. This might be needed for some integrations.
When you are in the Expense forms-tab you can see the following:
Default Mileage Category drop down list. If you have a different category than your country default, then here you can choose which one. Contact support, if you need a company specific category.
Default Per Diem Category drop down list. If you have a different category than your country default, then here you can choose which one. Contact support, if you need a company specific category.
In Accounts-edit page (Accounts ==> edit pen on specific account row) you can map VAT% and VAT-code for the specific purchase type account. We here at Bezala maintain that VAT-code mapping should be done on company level and that can be done without Beta-tester role.
4.2. Advanced preferences section of user edit page
This section's 1-2 and 4 can also be added through user excel import without Beta-tester role.
Mileage and per diem categories section: You can choose another category for the specific user instead of the company setting. This means that for this specific user the mileage and/or per diem claim use a different calculator for the claim than the rest of the company. Contact Bezala support if you are uncertain which category to choose.
Mileage and per diem accounts: These accounts can be chosen against company default, if necessary. These are the bookkeeping accounts for mileage and per diems claim for the specific user.
Account for which to reimburse: Can be chosen against company default. This account is the account, where the reimbursement post is made from for the specific user. Cannot be added through excel import.
External ID: mainly used for e.g. mepco, sympa and other HR-integrations. This ID is used to send information from and to Bezala via the integrated system to correctly identify the specific user. This ID needs to be the same in both systems (Bezala and the other).
4.3. Details and Reimbursement settings in user edit page
If a user does not have the company email you can bypass the SSO enforcement for the specific user under the "Details"-section by unclicking SSO check box:
We are currently working on making it only possible for manager + beta role to see the personal identification number (the eye symbol, marked in yellow down below) for users. (You can of course personally still see your own identifier in your profile).
In Finland, if income register integration is on, it is possible to unclick this check box for a specific user in the user edit page (marked in green down below):
5. Accountant + Beta-tester role
If you have a SEPA-integration with Bezala, the beta-tester role could be useful. When should you resend SEPA-file? When the file came
In order to resend SEPA-file you need to first remove payment for every expense claim in the file and then you can resend it.
1) First remove payments from all the claims in the pdf file by clicking cog icon on the transactions ==> Remove payment
2) Then resend SEPA-file: Accounting Reports ==> Click SEPA Payment file drop down in the Integration Documents column and then "Resend SEPA file" on the correct row.
Comparison table of Beta-tester + other role combinations
Description (and in which section to find more information above) | Employee + Beta | Manager + Beta | Accountant + Beta | Can be done without Beta-tester role through excel mass import? |
Credit card subscription function (2.) | Yes | Yes, if also employee role | Yes, if also employee role | No |
Basic settings: External ID field (4.1.) | No | Yes | Yes, if also manager role | No |
In Basic settings ==> Expense forms-tab: choosing Default Mileage and Per diem category (4.1.) | No | Yes | Yes, if also manager role | No |
In Account edit page (4.1) VAT code mapping | No | Yes | Yes, if also manager role | No |
Edit user page: Advanced preferences section (4.2.) | No | Yes | Yes, if also manager role | Yes (most of it) |
Edit user page: Income register check box visible (4.3.) | No | Yes | Yes, if also manager role | No |
Edit user page: SSO enforcement check box visible (4.3.) | No | Yes | Yes, if also manager role | No |
Resending SEPA-file in Accounting reports ==> Accounting Batches-tab (5.) | No | No (because you can't see every expense and remove payment from them, see 5.1 above) | Yes, if also manager role | No |