To create an expense report in Ibistic, you must base that report on a form type (also known as settlement types). These form types can be created with different requirements depending on the needs of the company. In this manual, we’ll describe how you create a new form type for your expense reports.
To be able to create and edit form types in Ibistic the setting ”Expense setup administration” will first need to be enabled in your user settings:
When this setting is enabled, you can create new form types in “Settlement & Cost Types”:
You then click on the tab “Form types” and “Create”:
You will now have to consider which of the following text fields and choices that should be enabled on the form type:
PLEASE NOTE: Not all form type setups in Ibistic appear as above or contain the same fields. The number of fields and choices may differ from company to company.
Here is an overview of the different choices and fields:
- This is the name of the new form type
- This is a short description of when the employees should select this form type.
- This is where you select the default date for this form type:
- Start date from header
- End date from header
- Current date
- Check this box if you want to register the employee’s address on the form type.
- Check this box if you want to register the employee’s bank account on the form type.
- Check this box if you want to create a travel form type. Checking this box also means that “Start date”, “End date”, “Destination Country” and “Destination City” will become mandatory for this form type.
- Check this box if you want the employee to select a Purpose for the trip on the form type. (All Danish companies will have to check this box for travel expenses)
- Check this box if you want the employee to fill out the event or circumstance that prompted the trip.
- Here you can select the default country for this form type. (The employee will be able to change this when using the form type)
- Check this box if you want to allow the users of this form type to register cots/create expenses on it. (This box should be checked on most form types.)
- Check this box if you want the employee to be able to register subsistence on this form type. If you check box 11, you’ll have to select which rates mentioned in 12, 13, 14 or 15, that the employees may select from on this form type.
- Here you select which of the rates (12, 13, 14 or 15) should be the default rate on this form type.
- Check this box if you want to allow for the registering of accommodation without receipts. (Example: If an employee is on a business trip but also takes a few days’ vacation, the empoyee is then able to add expenses for accommodation without receipts)
- Check this box if you want the employees to be able to register mileage on this form type.
- Here you can select if the registering of the number plate used for this form type should be mandatory or optional.
When you’ve considered all of these boxes and fields, then click on “Save”.
PLEASE NOTE: The text at the top of the page reads:
“The changes done on this site will have effect tomorrow morning at the latest. For some users it will have effect immediately. This depends on the user’s profile, and if any users with this profile have logged in today or not. This is due to Ibistic’s caching of the user settings. The cache is deleted automatically every night, and when we update the solution. We normally update the solution every fortnight. This means that if we update the solution today, the changes can have effect today already. We are working on a better solution, so that the changes will have effect immediately.”
This means that newly created Form Types can most likely only be used the day after creation – which is also true for any changes made to existing Form Types.
How to edit a Form Type
You edit an existing Form Type by again accessing the “Settlement & Cost Types”-menu, clicking on the “Form type” tab and then on the “Editing”-icon - illustrated with a pencil icon- on the Form Type that you want to edit:
And you’re then able to edit the Form Type. However, if there are boxes or fields that you’re not able to edit, then that means that an employee has already created an expense report using this Form Type - and you will then only be able to edit the boxes or fields that don’t have any bearing on the History of the expense report.
When you’ve completed editing the Form Type, remember to click on “Save” – illustrated with a disc Icon:
When the changes are saved, remember that these changes will most likely only be available in Ibistic the following day.