Entering expenses

Margin or price

There are two variants of price calculation: margin or price.

Margin

The price calculation can be done by specifying a margin (as a factor). For example, if you want to hit 5% margin on a price, specify 1.05 for margin.

The Amount field specifies the actual purchase value. The amounts are calculated based on the margin. A margin can be predefined on the expense type. If such a margin is specified, expenses entered on these types are calculated using the Margin system.

When allocating expense types to phases, the margins can be overwritten. These margins then apply to expenses and outlays that are entered to these phases.

Checkbox Gross: The checkbox indicates whether the amount is to be interpreted as gross or net. The margin is a factor that is always applied to the net value. Thus, gross procurement is also possible with different VAT rates for procurement and sale.

Price

This calculation works according to the system of 5 pieces (quantity) at 15 francs (sales price) = 75 francs. For example, the purchase price is CHF 10.00 and the sales price is CHF 15.00. The amounts are calculated on the basis of these prices.

Gross checkbox: The checkbox specifies whether the price is to be interpreted as gross or net. The default value that a new expense assumes for the Gross field can be specified on the expense types (e.g., kilometers are always entered net, train tickets are gross). Because the purchase value is explicitly stated, there is a problem with the sales price calculation if the expenses are gross and the purchasing VAT is not equal to the sales VAT. In this case, the selling price is calculated on the basis of the gross purchase price instead of the net price.

Currency of recording

When entering expenses, the Entry currency of the user is used. If the user has explicitly set a currency, it is used if it differs from the key currency. Otherwise, the project currency is automatically applied to the expense.

a different currency can be assigned via the selection field, whereby the amount in the project currency is calculated from the stored exchange rate.

Checkbox approval

Whether this option is taken into account on the individual expenses can be controlled via the system settings Expenses must be approved be approved. If so, only approved expenses can appear on an invoice. In this case, this option must be set for expenses that are to be charged onward.

Checkbox reimbursed & paid out

If this option is activated, the entered expenses are automatically marked as refundable to the employee. The price paid out to the employee is calculated from the internal value plus the purchasing VAT. This option can also be defined on the expense type.

On an individual user or on a list of users, you can print a list of the expenses to be refunded within a specified date interval for each employee using the Print menu > Expenses to reimburse by type to reimburse by Expenses to reimburse with annex menu. In addition, you can import config set.

Once all these expenses have been paid out, they must be marked as paid out. The expenses to reimburse marked as paid out will no longer appear on the above list.

Amounts

When you enter quantity/amount, the different amounts for internal, external, cost and VAT values are automatically calculated using the rates and the gross checkbox.

Vertec also allows the individual amounts to be entered directly. The amounts entered directly appear in green and are no longer affected by “quantity/amount”. All other amounts are calculated, if possible, on the basis of those entered directly, taking into account the amounts entered.

Internal Value vs. Cost

Usually, the internal value and the cost value are the same. The cost value differs from the internal value only if you want to add an overhead surcharge to the price paid for the expense as part of a cost accounting. In this case, a cost value is stored on the expense type, which then determines the costs on the expense.

Adjust amounts for charged expenses

The purchasing VAT as well as the internal values can still be adjusted after charging. The reason is that they can still change, e.g. when paying out to the employee.

If the expenses are posted in the Accounts Payable, they can no longer be changed.