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Allocate Portions of Receipts for Distribution

Some receipts contain multiple VAT rates or costs that need to be allocated across different accounts, cost centers, projects, or VAT codes. In Expense, you can distribute a receipt by splitting the amount during the accounting process, ensuring each portion is recorded against the correct account and VAT treatment. This functionality helps improve accounting accuracy and ensures compliant handling of purchases and representation expenses.

What Is Receipt Allocation?

Receipt allocation allows you to split a transaction across:

  • 📊 Multiple accounting accounts
  • 📁 Internal accounts
  • 💰 Different VAT rates
  • 🏢 Cost centers
  • 📋 Projects

This is particularly useful when a single receipt contains costs that belong to different accounting categories.

👉 The receipt registration process remains the same—the allocation happens during the accounting step.

When Should You Allocate a Receipt?

Receipt allocation is commonly used when:

  • 🧾 A receipt contains multiple VAT rates
  • 📊 Costs need to be split across departments
  • 📁 Expenses belong to multiple projects
  • 🏢 Different cost centers should share the expense
  • ✅ Separate accounting treatment is required for parts of the purchase

Allocate a Purchase

Step-by-Step

  1. Open the Expense App
  2. Tap the Plus (+) icon
  3. Select Create Purchase
  4. Take a photo of the receipt or select an image from your photo library
  5. Select Corporate Card
  6. Add a comment if required
  7. Verify that:
    • Amount is correct
    • Date is correct
    • Merchant information is correct
  8. Click Save

✅ The receipt is now registered.

Account the Transaction

  1. Open To Report
  2. Open the relevant card report
  3. Select the transaction
  4. Click Account

Split the Amount

Example

Receipt Total:

  • 💰 500 SEK

You want to allocate:

  • Account A = 100 SEK
  • Account B = 400 SEK

Steps

  1. Enter the first amount (e.g. 100 SEK)
  2. Select the appropriate account
  3. Verify the VAT treatment
  4. Save the line

Account the Remaining Amount

  1. Enter the remaining amount
  2. Select:
    • Another account
    • Internal account
    • Alternative VAT code if required
  3. Click Save

✅ The receipt is now allocated across multiple accounting lines.

Allocate Different VAT Rates

Some receipts contain several VAT rates.

For example:

  • 🍽️ Food with one VAT rate
  • 🛒 Other goods with another VAT rate

When allocating the receipt:

  • Select the correct VAT treatment for each line
  • Split the receipt amount accordingly
  • Verify the VAT amount before saving

✅ This ensures accurate VAT reporting and accounting.

Allocation for Representation

Receipt allocation is also available for representation expenses.

Instead of entering fixed amounts, you can distribute costs using percentages.

Percentage-Based Allocation

Example:

  • Cost Center A = 70%
  • Cost Center B = 30%

Expense automatically calculates and allocates the amounts based on the percentages entered.

✅ No manual calculations are required.

Enable Representation Allocation

To use percentage-based allocation for representation:

  1. An administrator must activate the feature
  2. Navigate to the representation settings
  3. Enable Representation Allocation
  4. Save the configuration

✅ Users will then be able to allocate representation expenses proportionally.

Benefits of Receipt Allocation

✅ More Accurate Accounting

Assign costs to the correct accounts and VAT codes.

📊 Improved Reporting

Track expenses across departments, projects, and cost centers.

💰 Correct VAT Handling

Separate VAT treatments can be applied where required.

⚙️ Greater Flexibility

Support complex accounting requirements without manual adjustments.

💡 Tips for Best Results

  • ✅ Review the receipt before allocating amounts
  • 📊 Ensure the total allocation equals the receipt total
  • 💰 Verify VAT codes for each allocation line
  • 📁 Use internal accounts consistently
  • 🔍 Double-check representation allocations before submission

❓ Frequently Asked Questions (FAQ)

Can I split a receipt across multiple accounts?

Yes. A receipt can be divided across multiple accounts, internal accounts, and VAT codes.

Can different VAT rates be used on the same receipt?

Yes. Each accounting line can use its own VAT treatment.

Can representation expenses be allocated?

Yes. Representation can be allocated by percentage when the feature is enabled.

Do I need administrator access to allocate purchases?

No. Users can allocate purchases according to their permissions and company setup.

✅ Summary

  • 🧾 Split receipts across multiple accounts and VAT codes
  • 💰 Allocate amounts manually for purchases
  • 📊 Use percentage distribution for representation expenses
  • ✅ Improve accounting accuracy and VAT handling
  • 📁 Track costs across projects, departments, and cost centers
  • 🚀 Simplify complex accounting scenarios in Expense

📖 Reading tips