18. Expense management and accounting

Screenshots show the Turkish interface of Prozence with fictional "Örnek Teknoloji A.Ş." data; the English interface has the same layout.

This chapter is for the administrators who set up the expense module and for the accounting team that processes expenses: turning on the module, categories and approval rules, business advance and per diem (harcırah) policy, accounting approval, payment, advance closing, export to accounting software, and the report. For the employee side, see 17. Expenses, business advances and per diem.

In this chapter

• Giving roles
• Turning on the expense module and categories
• Additional approvers and amount thresholds
• Senior approver and backup accounting approver
• Rules (items without a receipt, limit, duplicate document)
• Receipt date rule and fiscal period
• Estimated payment date
• Advance policy (business advance)
• Per diem policy
• Accounting accounts and software template
• Company cards
• Receipt reading and storage
• Private folders
• Accounting approval and payment
• Closing an advance (business advance)
• Exporting to accounting software
• Removing the exported mark with a reason
• Expense report

Giving roles

Who: App administrator · Where: Admin → People and permissions → Module permissions → Expense

What it does: Sets who does what in the expense module.

The first step of the approval chain is the employee's manager in the organization chart (if the manager is on leave, the person covering also approves). If no manager is defined, this step is skipped and the expense goes to the additional approvers or straight to accounting. For an advance limit exception (1.4.1), the Exception approval step comes after the manager; this step is given by the manager's manager, if there is none by the Module admin, and if there is none by the Admin. For the role table, see 10. Administration and setup.

Important: If nobody has the accounting role, accounting approval goes to Admins. For separation of duties: a person who approved an earlier stage cannot give accounting approval for the same expense if there is another accountant. If there is nobody else, the second stage is asked as a separate decision ("You are also giving the accounting approval"; 1.1.7). For the accounting officer's own expense, see Senior approver and backup accounting approver.

Turning on the expense module and categories

Who: Module admin · Where: Admin → Modules → Expense

1. Open the Expense settings screen.
2. Tick the Expense module on (employees can enter expenses) box.
3. In the Categories table, edit these for each row:
   • Name
   • Expense account (e.g. 770.01)
   • VAT rate
   • Transaction limit (TRY; empty = unlimited) (per item)
   • Receipt required
   • Non-deductible (KKEG: an expense that is not deductible under Turkish tax law)
4. For a new category, click + Category; to delete one, click Remove.
5. At the bottom, click Save settings.

Tip: The default categories are: Travel and transport, Accommodation, Meals, Entertainment and hospitality, Fuel, Parking and tolls, Stationery and supplies, Other. Harcırah (gündelik) ("per diem" system category) is a system category; it does not show in the table, and its account comes from the Per diem section.

Additional approvers and amount thresholds

Who: Module admin · Where: Expense settings → Additional approvers (after the manager, in order)

1. With + Fixed approver, add the people who approve every expense after the manager (e.g. the budget owner).
2. With + Threshold rule, add an approver that depends on the amount (e.g. above 10.000 TL → General Manager).
3. Click Save settings.

The approvers get a notification and an email in order; when the reminder period in the Rules section ends, they get one reminder. In the expense details, the threshold step shows with the name "Tutar sınırı" ("amount threshold") (1.1.7).

Senior approver and backup accounting approver

Who: Module admin · Where: Expense settings → Additional approvers (after the manager, in order) → Senior (independent) approver, Backup accounting approver

What it does: Nobody can approve their own expense. You decide who gives the approval for the own expense of a threshold or fixed approver (e.g. the General Manager's expense) and for the accounting officer's own expense.

1. Select a person from the Senior (independent) approver list. If the threshold or fixed approver is the owner of the expense, this person approves that step; in the details, the step shows as "Tutar sınırı (üst onaycı)" ("amount threshold (senior approver)").
2. Select a person from the Backup accounting approver list. For the accounting officer's own expense, this person approves the accounting step.
3. Click Save settings.

Important: If the senior approver is also the owner of the expense, the step is still skipped and the Admins are informed. These two settings do not decide the Exception approval step of an advance limit exception; that step goes to the manager's manager (otherwise to the expense module admin, or failing that to an Admin).

Rules (items without a receipt, limit, duplicate document)

Who: Module admin · Where: Expense settings → Rules

What it does: You decide which situations at submission are a warning and which are a block.

1. Go to the Rules heading.
2. Fill in the Limit for items without a receipt (TRY) and For items without a receipt above the limit fields. The Result with this setting: line below them tells how your choice affects the employee (e.g. "in receipt-required categories, items without a receipt up to 500,00 TL are accepted without a warning; items without a receipt above 500,00 TL can be submitted with a warning (approvers see the warning)…").
3. For When a category limit is exceeded and When the same document is entered twice, select Warn or Block submission.
4. Select the receipt date rule (see Receipt date rule and fiscal period).
5. Set the Reminder for pending approvals (days; 0 = none) and Warn on weekend-dated items settings.
6. Under Reimbursement payment methods:, tick the methods that the employee can select.
7. Click Save settings.

For rules set to "Warn", the employee can submit by writing an explanation; the approvers see the explanation and the warnings under the Warnings at submission heading in the expense details. A warning also shows at submission if a document that was rejected before is sent again, and if the VAT amount does not match the rate (1.1.7).

Receipt date rule and fiscal period

Who: Module admin · Where: Expense settings → Rules → Receipt date rule

What it does: You decide the receipts of which dates are accepted as expenses. There is no legal "N days" limit: a document within the fiscal period is recorded as an expense; for a document from the previous period, the expense part is a non-deductible expense (KKEG) and its VAT is deductible.

1. Select one option from the Receipt date rule list:
   • Within the fiscal year (recommended): receipts from the start of the fiscal period until today are accepted without a warning. For a receipt from the previous period, the Receipt from a prior period setting below applies.
   • A set number of past days: only receipts from the last N days are accepted; older ones cannot be submitted. When you select it, the How many days back expenses can be entered field opens.
   • No date limit: no warning is given for old receipts.
2. If your company's fiscal period is different from the calendar year, select the Fiscal year start month (e.g. July). With No date limit, this field is closed.
3. If you selected Within the fiscal year (recommended), select Accept as "prior-period expense" (expense non-deductible, VAT deductible) or Block submission from the Receipt from a prior period list.
4. Click Save settings.

In the journal entry: for a prior-period item, the expense part is written to the non-deductible expense account (default 689.01) and its VAT to the VAT account (191.01). If accounting corrects the account code on the item (e.g. a December receipt processed before the period is closed), that code is used.

Important:

• The prior-period mark is calculated from the day the expense is submitted: a December receipt submitted in January (in a calendar-year period) counts as the previous period.
• An item with a future date cannot be submitted under any rule.
• The warning to the employee shows the date of the item with its year (e.g. "Item 1 (01.10.2025): …"); this makes it easier to notice a year left wrong in the date picker on the phone (see 17. Expenses, business advances and per diem).

Estimated payment date

Who: Module admin · Where: Expense settings → Estimated payment date (shown to the employee)

What it does: After the accounting approval (Ready for payment), you show the employee the approximate payment day of their expense. The employee sees this date in the expense details, in My expenses and in My requests (see 17. Expenses, business advances and per diem).

1. Below the Reimbursement payment methods: section, select one option from the Estimated payment date (shown to the employee) list:
   • Don't show: no date is shown.
   • A set day of each month: type the payment day in the Day of month (1–31) field next to it (31 = end of the month; in short months, the last day of the month).
   • A set number of working days after accounting approval: type the number of days in the Number of working days (1–30) field next to it.
2. Read the With this setting: line below it.
3. Click Save settings.

How is it calculated?

• If the day found falls on a weekend or a public holiday (the holiday list in the Leave settings), the next working day is shown. Example: because 15 November 2026 is a Sunday, "Estimated payment: 16 November 2026".
• No date is shown for expenses paid via payroll, expenses offset against an advance, and business advances.
• If the estimated day has passed but the expense was not marked Paid, the employee sees "The estimated payment day has passed (…); you can ask accounting." The date does not move forward automatically.

Important: The date is only an estimate; the payment is final when accounting clicks Mark as paid.

Advance policy (business advance)

Who: Module admin · Where: Expense settings → Business advance

1. Tick the Employees can request business advances (same approval order as expenses) box.
2. Enter the Maximum per advance (TRY; 0 = no limit).
3. Enter the Maximum open advances per person (0 = no limit). The default is 1: an employee who has an advance that is not closed cannot request a new one.
4. Enter the Reminder for unclosed advances (days; 0 = none). The default is 30.
5. From the When the cap or the number of open advances is exceeded list, select Block (the request cannot be sent) or Request an exception with a reason (1.4.1).
6. Check the accounting accounts:
   • Business advances account (default 195);
   • Account the advance is paid from (bank / cash) (default 102);
   • Advance account with a sub-account per person (e.g. 195.<ID>).
7. Click Save settings.

Who gives the exception approval? The manager of the employee's manager. If there is none, the expense Module admin; if there is none, the Admin. If the approver is on leave, the person covering also approves. Exception approval is not given from a notification or with bulk approval; the approver opens the request, reads the reason and clicks Approve exception (see 17. Expenses, business advances and per diem).

Important: Before you change the setting from Request an exception with a reason to Block (the request cannot be sent), finish the advance requests that wait for exception approval. For an advance blocked by the policy, a new draft is not opened either.

Per diem policy

Who: Module admin · Where: Expense settings → Per diem (travel allowance)

What it does: You define the daily allowance amounts once, as company policy. The employee does not write an amount; the server calculates it from the trip information.

1. Tick the Employees can add per diem to expenses box.
2. For domestic trips, enter:
   • Domestic daily rate (TRY; 0 = none);
   • Per diem expense account (default 770.08);
   • if required, the Domestic daily tax-exempt limit. The part of the daily allowance above this limit is shown separately as "taxable per diem" in the payroll file.
3. Set the day calculation:
   • On multi-day trips, departure and return days are half days;
   • Same-day trip (%).
4. Enter the Deduction if covered by the company percentages: accommodation (%/night), Breakfast, Lunch, Dinner.
5. For trips abroad, enter the daily amount and currency (EUR, USD, GBP, CHF, TL) for Group A (high cost), Group B (medium) and Group C (other).
6. In the Country groups section you can change the group of a country. The initial groups are only suggestions.
7. Optional: add a Level by job title (+ Level). Enter the name of the level, the words to look for in the job title (comma-separated, e.g. "Müdür, Direktör") and the multiplier (e.g. 1,5). The first matching level applies.
8. Click Save settings.

Important: The amounts are your company's own policy; legal amounts are not retrieved automatically. Check the tax exemption limit every year.

Accounting accounts and software template

Who: Module admin · Where: Expense settings → Accounting

1. Check the codes of the Input VAT account (default 191.01), Offset account (payable to employees) (335) and Non-deductible expense account (689.01).
2. If necessary, tick the Offset account with a per-person sub-account (e.g. 335.<employee no.>) box.
3. Select the Default accounting software: Luca, Luca (invoice import, CSV), Logo, Mikro, Zirve, ETA, Paraşüt, QuickBooks Online, Xero, DATEV or Generic (CSV / Excel).
4. To match the column names to your software's template, click Edit the selected software's columns. With Reset to preset, you go back to the defaults.

Tip: In Luca, Muhasebe → Veri Aktarım (Excel) (Accounting → Data Import (Excel)) is used; because one upload takes a maximum of 50 entries, the file is split into parts of 50 entries.

Company cards

Who: Module admin · Where: Admin → Modules → Expense → Company cards

What it does: Lets employees enter the expenses they paid with a company credit card as "paid with company card". Such an expense goes through the same approval order and closes at the accounting approval: the employee is not reimbursed, it is not included in the payroll file, and in the journal entry the contra account is the card's account.

1. On the expense settings screen, scroll down to the Company cards section. This section is saved separately from the settings form; you do not need to click Save settings.
2. Click + Company card. In the New company card form, enter:
   • Card name (e.g. "Örnek Banka şirket kartı — Satış"),
   • Last 4 digits (only 4 digits; below it, "Do not enter the full card number." shows),
   • Accounting account (contra account) (e.g. 309.01).
3. Card holders (employees who can choose this card on expenses): from the list below it, select the person who will use the card; to add another person, click + Holder; to remove one, click Remove. Only the card holders can choose this card on an expense.
4. Keep the Active (can be chosen on new expenses) box ticked and click Add card.
5. After the cards are defined, tick the Company card payment enabled (card holders see "Who paid?" on expenses) box. The box is saved immediately ("Company card payment enabled.").
6. The list shows the name, the last 4 digits and the Active / Inactive status of each card, and the line "Account 309.01 · Holders: … · Used in expenses: 2". To change a card, click Edit (the form opens as Edit card; Save card); to take it out of use, click Deactivate.

Deactivating and deleting:

• Deactivate: the card cannot be chosen on a new expense; the old expenses stay as they are. If the card stays in a draft that selected it but was not submitted yet, the employee gets a warning at submission. A card expense waiting in accounting can still close even if the card is inactive.
• Delete: "Delete the card? A deleted card cannot be chosen on new expenses; existing expenses keep the card details from when they were recorded." If the card was used on expenses, you are asked a second time ("This card was used in 2 expenses. … To only take it out of use, prefer "Deactivate"."); it is deleted with Delete anyway. The expenses keep the card's name, last 4 digits and account from when they were recorded; the journal entry is not broken.
• Each change is written to the Card log (e.g. "Card added", "Card deactivated", "Company card payment enabled"; with the date, the person and the details).

Important:

• Never write the full card number in any field. Prozence stores only the last 4 digits; an entry other than 4 digits is not saved ("Enter only the last 4 digits of the card number (4 digits). The full card number is never stored."). A long series of digits in the card name is also rejected ("Do not put the card number in the card name; only the last 4 digits are stored, in a separate field.").
• An active card must have at least one holder ("Choose at least one employee (card holder) who can use the card."). Employees who leave the company drop out of the holder list automatically.
• You can define a maximum of 50 cards and a maximum of 50 holders per card.
• Only the expense module admin sees and edits the company cards; the accounting operator cannot see the card list, but can select the active cards when correcting the payer.
• Until a company card is defined and the payment is turned on, the expense form, the Excel and the accounting files stay as before ("No company card defined yet. Without cards, the expense form and exports stay as before."). If the payment is on but there is no active card, the warning "No active card; employees will not see the company card option." shows.
• Per diem, offsetting against an advance and business advances cannot be paid with a company card (see 17. Expenses, business advances and per diem).

Receipt reading and storage

Who: Module admin · Where: Expense settings → Receipt reading and storage

• Read receipts without QR code with AI: the AI key from card reading is used. Receipts with a QR code are read on the device, even without a key.
• Receipt readings per person per day limit.
• Receipt image retention (years; at least 5 under Turkish tax law): when the period ends, the image is deleted and the expense record stays.
• The screen shows the status of the receipt folder. If the images are outside the web root, or the server blocks outside access to the folder, a green check mark shows. If not, two solutions are shown: define PZK_OZEL_DIZIN or ask the hosting company for an Nginx rule. Below it, the Diagnosis list shows why the folders outside the web root (the "private" and "pzk-ozel" folders in the site root, and PZK_OZEL_DIZIN if defined) cannot be used (for example "not found", "no write permission", "outside the PHP access restriction (open_basedir)"); you can send this list to your hosting support. If all folders outside the web root are "outside the PHP access restriction (open_basedir)", the PZK_OZEL_DIZIN option is not shown, because it does not work on that server; only the hosting rule is suggested (0.95.2). Try again repeats the access check and also searches the folders outside the web root again at once; if a usable folder is found, the receipts are moved there (0.95.1).

Important: Receipts read with AI are sent to a service provider outside Türkiye (Anthropic); state this in your KVKK (Turkey's personal data protection law) privacy notice.

Private folders

Who: Module admin · Where: Expense settings → Receipt reading and storage → Private folders

What it does: Prozence keeps some files in its own folders inside the site's uploads folder and shows them only through the app: receipt images, scanned business cards, announcement and policy attachments, company board photos, Zoom upload files, request, parcel and OHS report photos, and payslips (0.97.0). Direct internet access to these folders must be blocked. On servers that run Apache, Prozence does this itself. On servers that run Nginx (for example Kinsta), the hosting company must add a rule.

1. In the expense settings, look at the Private folders list. Each folder shows its status: "outside access blocked (tested)", "can be opened from outside (tested)", "could not be tested" or "no files yet". Prozence puts a temporary file in each folder, requests it from its own address and deletes it at once; the result is kept for one day.
2. If all folders are blocked, the list is green; there is nothing to do.
3. If a folder is open or could not be tested, a ready-made Nginx rule shows below. Click Copy rule and send it to your hosting company (Kinsta: support chat). The rule also covers folders that have no files yet.
4. After the rule is added, click Try again. The statuses should be "outside access blocked (tested)".

Tip: The rule does not break any screen: Prozence shows these files only through the app. Since 0.95.2, request, parcel and OHS photos also open through a signed app address; someone who is not signed in cannot see them, even with the address.

1.8.0: When a suitable folder outside the web root is found (PZK_OZEL_DIZIN in wp-config.php, the private folder on Kinsta or pzk-ozel in the site root), all private files (card images, announcement attachments, board, request, shipping, OHS, selfie and asset photos, invoices) are written there together with the receipts; old files under uploads are moved in the background and read from their old place until moved. The suggested rule is now a single line that closes every pzk-* folder under uploads (including sub-sites on multisite); signature images (pzk-onbellek) and guide images (pzk-kilavuz) are deliberately excluded. If a folder is open, a red warning appears on Admin → General and a critical issue in WordPress → Tools → Site Health; on Apache and LiteSpeed the folders are closed automatically by .htaccess, on IIS by web.config.

Important:

• The signature images folder (pzk-onbellek) is intentionally not listed; the photos and banners in signatures must be public in emails. Make sure the hosting company does not block the whole uploads folder.
• On Kinsta, if a backup taken before the rule is restored, the rule is removed. In that case, ask for the rule again.

Accounting approval and payment

Who: Accounting (operator) · Where: My expenses → Accounting

1. In the My expenses box, tap Accounting.
2. Select the filters and click Apply:
   • Start month and End month;
   • Status (e.g. With accounting (awaiting you), Ready for payment, All (incl. rejected and cancelled));
   • Type (Expenses and advances, Expenses only, Advances only);
   • Department and Category;
   • if a company card is defined, Payer (All, Employee paid (reimbursement), Company card; 1.6.0);
   • Only those not yet exported to accounting.
3. Open an expense that waits for your approval (it also opens from the Awaiting approval (N) list). In the Account / non-deductible column, correct the account code, the Non-deductible mark and the VAT rate / amount of the items if necessary. If the account code is empty, it shows "Empty: the category account (770.07) is used."
4. Click Approve (ready for payment) (for an expense linked to an advance, the button is Approve (offset against advance)), write an optional note in the summary window that opens and click Approve. The expense becomes Ready for payment.
5. After you make the payment, open the expense, select the Payment date and the Payment method, and click Mark as paid. The employee gets a "Your expense has been paid" notification. For a business advance, the button is Mark advance as paid; the advance becomes Paid out (open).
6. If you marked it by mistake, click Undo paid mark and write the reason (e.g. "the payment was not executed by the bank"); the expense goes back to Ready for payment (1.1.7).

Expense paid with a company card (1.6.0):

• The details have the line "Paid with company card · … ••••4821 · no reimbursement · contra account 309.01" (only accounting sees the contra account).
• The approval button shows as Approve (company card, no reimbursement). When you approve, the expense becomes Closed (company card); there is no Mark as paid step. The employee gets the "Your expense has been approved" notification.
• If the payer is wrong, click Correct payer. From the Correct payer list, select Employee paid (reimbursed) or another company card; if the employee paid, select the method from the How should the reimbursement be paid? list. Click Save correction and write the reason (mandatory; it is sent to the employee). On an expense in the accounting stage, only the payer changes; you give the approval separately ("The correction is saved; you give the approval separately."). If a closed card expense is corrected to a personal payment, it goes back to Ready for payment; if a personal expense that is ready for payment is corrected to a card, it closes.
• To send a closed card expense back to accounting approval, click Undo closing and write the reason (e.g. "not found on the card statement"). On an expense that was exported to accounting, first use Remove transfer mark.

A VAT mismatch stops the approval (1.1.7): If the VAT amount of an item does not match the rate, the VAT cell is red and below it shows "does not match the rate (expected 166,67 TL)". In this case, Approve stops with the message "KDV tutarı oranla uyuşmuyor; muhasebe onayı verilemez. … KDV oranını ya da tutarını düzeltin." ("The VAT amount does not match the rate; accounting approval cannot be given. … Correct the VAT rate or amount."). Correct the VAT rate or amount on the item and approve again. There is a small margin for rounding (1 TL or 2% of the amount, whichever is larger); this check is not done for per diem.

Correction after approval (1.1.7): If the account code, the non-deductible mark or the VAT is wrong on an approved or paid expense, click Accounting correction, change the fields and click Save correction. The reason is mandatory; the change is written to the history as "Accounting correction". If the record was exported to accounting, also post the reversal in the accounting software.

Item without a receipt (1.8.11): on an item without a receipt submitted while the Item without receipt: no VAT, recorded as non-deductible expense rule is on, the VAT column says No receipt · Non-deductible. In the Account / non-deductible column, the Non-deductible box is ticked and locked and the VAT rate and amount cannot be changed; below it says "Item without receipt: VAT is not deductible and the non-deductible flag cannot be removed. If the receipt arrives, send the expense back to the employee with "Request correction" during approval; the employee adds the receipt to the item." The lock is also on the server: if the non-deductible flag is removed or VAT is entered, saving stops with "Item 1: the non-deductible flag cannot be removed from an item without a receipt; an expense without a document is not deductible. …" or "Item 1: VAT cannot be entered on an item without a receipt; VAT is not deductible without a document. …". The account code can still be corrected. If the receipt or invoice arrives later, send the expense back to the employee with Request correction while it is in accounting approval; the employee adds it with Add a receipt to this item and submits again. A receipt cannot be added to an approved or paid expense; the item stays non-deductible. Records submitted before the rule was turned on do not change.

Important:

• An expense offset against an advance is not marked "paid" manually; when the advance closes, it becomes "paid (offset against advance)" automatically.
• An invalid account code is not saved: "1. kalem: hesap kodu geçersiz ("abc"). Hesap planındaki kodu yazın (ör. 770.01) ya da kategori hesabı için boş bırakın." ("Item 1: invalid account code ("abc"). Type the code in the chart of accounts (e.g. 770.01) or leave it empty for the category account.")
• The payment date cannot be after today.
• The total below the list adds up only the valid records; cancellations and rejections are written separately as "Cancelled / rejected".

Closing an advance (business advance)

Who: Accounting · Where: Accounting → open the advance → Close advance

What it does: Deducts the employee's expenses linked to the advance from the advance and settles the difference.

1. On the Accounting screen, select Type = Advances only and Status = Paid / advance paid out (open), then click Apply.
2. Open the advance. The Paid out, Spent (approved) and Remaining amounts show at the top, and Expenses linked to this advance show below.
3. If a linked expense waits for approval, finish it first; closing is not possible while it waits.
4. In the Close advance section, select the Closing date and How to settle the difference (Bank transfer, Cash, Payroll).
   • Advance higher than expenses: the difference is taken back from the employee.
   • Expenses higher than advance: the difference is paid to the employee.
5. Click Close advance. Linked expenses that are ready for payment become "paid (offset against advance)"; the advance changes to Closed status.

In the journal entry:

• Payment of the advance: 195.<kişi> debit / 102 credit.
• Offset account of an expense linked to the advance: 195.<kişi>.
• Closing difference:
  • advance higher than expenses: 102 (for payroll deduction 335.<kişi>) debit / 195 credit;
  • expenses higher than advance: 195 debit / 335.<kişi> credit.

Exporting to accounting software

Who: Accounting · Where: Accounting → Export (by filter)

1. On the Accounting screen, select the filters and click Apply.
2. Select the Accounting software.
3. If you will import the file into your accounting software, tick the Mark exported records as "transferred" (if you import them into your accounting software) box. Since 1.1.7, the box comes unticked; if you do not tick it, the file is only downloaded and the records continue to appear as not exported. If you tick it, when you click Journal entry file, the Mark as transferred window opens; click Yes, download and mark.
4. Click the file you need:
   • Journal entry file: only from approved expenses (ready for payment / paid) and from expenses that were paid with a company card and closed (1.6.0); debit = credit.
   • Expense list (Excel): includes the type, advance number and taxable per diem columns.
   • Receipt images (ZIP).
   • Payroll export file: the total per person of the expenses to be paid via payroll; taxable per diem in a separate column.
5. Upload the file to your accounting software. Exports are written to the log.

Expenses paid with a company card (1.6.0):

• In the Journal entry file, the contra account is the card's account (e.g. 309.01) instead of 335 (payable to employees); the description of the contra line shows the last 4 digits of the card. Closed card expenses are also included in the journal entry file; below the Accounting software field, "The journal file is built from approved expenses (ready for payment / paid) and from closed expenses paid with a company card." shows.
• Card expenses are not included in the Payroll export file.
• The Expense list (Excel) has the Payer and Company card columns at the end (if no card is defined, the file stays as before).
• The General template also has the Ödeyen and Şirket kartı columns. The templates of Luca, Logo and the other software do not change; you can add these columns with Edit the selected software's columns (see Accounting accounts and software template).
• To export only card expenses or only personal expenses, select Payer in the filter. Below the export section, "Expenses paid with a company card are not included in the payroll file; in the journal file the contra account is the card's account (instead of 335). The expense list has Payer and Company card columns." shows.

Prior-period expense in the journal entry (1.2.2): for an item from the previous fiscal period, the expense part is written to the non-deductible expense account (689.01) and its VAT to 191.01 (see Receipt date rule and fiscal period).

Item without a receipt in the accounting entry (1.8.11): there is no VAT line (191.01); the full amount is debited to the non-deductible expense account (689.01). In the Expense list (Excel), VAT (TRY) is 0 and the non-deductible column says "Yes"; in the expense report excluding VAT, no VAT is deducted from an item without a receipt.

Removing the exported mark with a reason

Who: Accounting · Where: Accounting → open the expense → Remove transfer mark

What it does: You count an expense that was marked "transferred" by mistake as not exported again; it goes into the next journal entry file.

1. On the Accounting screen, open the expense.
2. Click Remove transfer mark.
3. Fill in the Reason (e.g. the file was downloaded only to review) box.
4. Click Remove mark. The message "Transfer mark removed." appears; the action is written to the history.

Important:

• The reason is mandatory.
• If you want to cancel or correct an expense that was exported to accounting, first correct the record in the accounting software. When you cancel, a "reversal" warning appears: if you click I will post the reversal; cancel, the cancellation is final.

Expense report

Who: Accounting, viewer, module admin, managers (their own teams only) · Where: My expenses → Report (Reports → Expense → Management) → Detailed report

1. Tap Report. Reports → Expense → Management opens: period, department and person filters, summary, monthly chart and CSV tables (see 19. Reports). For the detailed report with Excel, tap Detailed report and select a period.
2. A monthly chart; breakdowns by department, category and person; and amounts including / excluding VAT show. A business advance summary (open, paid out, overdue) and the per diem total are shown separately; advances do not count as expenses.
3. With Download report as Excel, you get each breakdown on a separate sheet.
4. If a company card is defined (1.6.0), the detailed report has the By payer breakdown (employee / company card), the Excel file has the Payer sheet, and Reports → Expense → Management has the By payer table. In the employee's own view, card expenses are not added to the Paid total; they show in a separate Paid with company card box ("No reimbursement"), and the expense table has a Payer column. Company card expenses are not added to the actual amounts of the company budget; the budget actuals come from the accounting statement (see 39. Budget actuals: accounting upload).