Link Salary Types
To successfully export expense reimbursements, allowances, and private card transactions to your payroll system, the salary types in Expense must match the salary types configured in your payroll software. By correctly linking salary types and assigning employee numbers, you ensure that reimbursements paid through payroll are transferred accurately and that expenses are reported with the correct level of detail.
Configure Salary Types
Navigate to:
Administrate > Chart of Accounts > Salary Types
Here you can manage the salary types used when exporting reimbursements and allowances to payroll.
Key points:
- ✅ Standard salary types are included by default
- ✅ Salary types can be customized to fit your payroll setup
- ✅ Additional salary types can be created if required
- ✅ Salary types should correspond to those used in your payroll system
This ensures payroll exports are processed correctly without manual adjustments.
Link Accounts to Salary Types
To generate detailed payroll exports, each salary type should be connected to an account in your chart of accounts.
Benefits include:
- 📊 Detailed payroll reporting
- 💰 Correct allocation of expenses and reimbursements
- ✅ Prevention of transactions being grouped into a single total amount
- 📄 Better visibility in payroll and accounting reports
👉 Without account mapping, exported transactions may be consolidated instead of being itemized.
Assign Employee Numbers
Each employee included in payroll exports must have an employee number registered.
Navigate to:
Administrate > People
Then:
- Open the employee profile
- Enter the employee number
- Click Save
✅ Employee numbers are required to identify employees correctly during payroll exports.
Add Additional Salary Types
If your payroll process requires custom salary types:
- Open Salary Types
- Create a new salary type
- Configure the required settings
- Link it to the appropriate account
✅ Custom salary types allow Expense to support unique payroll requirements.
Generate a Detailed Breakdown of Expenses and Allowances
Verify Import & Export Settings
Navigate to:
Administrate > Settings > Import & Export
Review the export configuration and ensure:
- ✅ Salary types are linked correctly
- ✅ Accounts are assigned
- ✅ Payroll exports are configured according to your payroll system requirements
This helps ensure accurate transfers of expenses and allowances.
Prevent Lump-Sum Exports
To avoid having multiple expense types exported as a single total amount:
- Link each salary type to a separate account
- Verify the salary type mappings regularly
- Ensure payroll codes match your payroll system
✅ This creates a detailed export file with proper allocation of expenses.
Review Salary Type Structure
Navigate to:
Administrate > Settings > Salary Types
Here you can review:
- Salary type setup
- Connected accounts
- Export configuration
- Payroll mappings
✅ Regular reviews help prevent export issues and payroll discrepancies.
Why Salary Type Mapping Matters
✅ Accurate Payroll Exports
Ensures reimbursements and allowances are assigned to the correct payroll codes.
📊 Improved Reporting
Provides detailed breakdowns instead of grouped totals.
💰 Correct Employee Payments
Employees receive reimbursements through the right payroll categories.
⚡ Reduced Manual Work
Minimizes payroll corrections and export adjustments.
💡 Best Practice Tips
- ✅ Match Expense salary types with payroll system salary types
- ✅ Assign employee numbers to all users included in payroll exports
- ✅ Connect every salary type to an account
- ✅ Review salary type mappings before running payroll exports
- ✅ Test exports after introducing new salary types
❓ Frequently Asked Questions (FAQ)
Do Expense salary types need to match payroll salary types?
Yes. Salary types should mirror the setup in your payroll system to ensure successful exports.
Are salary types included by default?
Yes. Standard salary types are available, but they can be modified or expanded as needed.
Why should salary types be linked to accounts?
This allows detailed reporting and prevents expenses from being grouped into a single total amount.
Do all users need an employee number?
Yes. An employee number is required for payroll exports involving reimbursements and allowances.
Can custom salary types be created?
Yes. Additional salary types can be added and configured according to your organization's payroll requirements.
✅ Summary
- 💰 Salary types in Expense should match your payroll system
- 📊 Link every salary type to the appropriate account
- 👤 Assign employee numbers to all users included in payroll exports
- ✅ Generate detailed payroll exports instead of lump-sum transactions
- ⚙️ Review salary type settings regularly to ensure accurate payroll processing
- 🚀 Improve payroll integration and reimbursement handling with properly configured salary types