Setup Axdata Expense Extension

Frank Johansson Updated by Frank Johansson

Creation of two Per diem tax categories for each Main category.

Navigate to: Expense Management > Setup > General > Shared categories

Name the new categories as you like, but we recommend that you name them the same as the main category only with the first category referring to “Taxable” and the second category referring to “Non-taxable”.

Set the Usage for each category as described in the table after the screenshot under.

·         For Main category RR-200: Create RR-201 (taxable) and RR-202 (non-taxable)

·         For Main category RR-205: Create RR-206 (taxable) and RR-207 (non-taxable)

·         For Main category RR-210: Create RR-211 (taxable) and RR-212 (non-taxable)

·         For Main category RR-215: Create RR-216 (taxable) and RR-217 (non-taxable)

·         For Main category RR-220: Create RR-221 (taxable) and RR-222 (non-taxable)

·         For Main category RR-230: Create RR-231 (taxable) and RR-232 (non-taxable)

·         For Main category RR-245: Create RR-246 (taxable) and RR-247 (non-taxable)

·         For Main category RR-250: Create RR-251 (taxable) and RR-252 (non-taxable)

 

NB: This only has to be done once per Organization. After the categories are created here, they can be made active in all Legal Entities that will use the categories (as shown in 4.2). The steps after this section, 4.1, needs to be done in each Legal Entity that will use the Axdata Expense Extension

Activate the Per diem tax categories and assign them to the correct Main category

Navigate to: Expense Management > Setup > General > Expense categories

Activate the per diem categories you created

Click “New” and select one of the categories you created in section 1 (when a category is selected here, it will not be shown in the drop-down list anymore, so it’s not possible to select the same category twice). Do this for all the categories that will be used in the current Legal Entity and have the parameters for each category set as shown in the image below (when “Hidden in category lookup” is set to Yes, employees will not see this category. They will only see the main category that they should choose when creating an expense report):

Assign the Per diem tax categories to the correct Main category

Select the first main category, RR-200. Under the Expense area, select RR-201 as the “Taxable category” and RR-202 as the “Non-taxable category”. Do the same for all the Main categories:

For expense categories without overnight stay you also have to type in a Keywords, Rule search key. This have to be the same that is typed in under Expense management parameters, "Axdata kostgodtgjørelse", Suffix value.

Expense Extension, Setup, General, Expense management parameters, "Axdata Kostgodtgjørelse"

Navigate to: Expense Management > Setup > General > Expense management parameters

Press the menu button marked in red below, and the URL’s will automatically be filled in.

The parameter Activate shall not be put to YES before the whole setup is done.

Create Per diem tax codes

Navigate to: Axdata Expense extension > Setup > Per diem tax codes

Create the codes as shown in the screenshot under. The names in the screenshot are examples, you can name them as you like, but make sure that all the different periods are created

Create Per diem tax rates

Navigate to: Axdata Expense extension > Setup > Per diem tax rates

Connect the Main categories to all the “Per diem tax codes” that is valid for the Main category and state the rate that is valid for this year. Click “+ New” in the upper left corner, select the Per diem tax codes and Main category, and state the valid rate. These rates must be updated every year.

The picture under shows the connection for Main category “RR-200” and Per diem tax codes “Norge” as an example, and the table on the next page lists all connections that normally has to be set up (as stated earlier, the names of the categories are examples):

Non-taxable rates can be imported. Select Update deduction rates as marked in the picture below:

Select Get current rates.

The rates will come as marked in the picture below.

For updating rates for different Expense categories, put in Category ID and click on OK

Norwegian rates abroad

Navigate to: Axdata Expense extension > Setup > Norwegian rates abroad

Select Get current rates.

They will be listed like the picture below.

Select one, some or all Destination and select Create rates.

Norwegian rates domestic

Navigate to: Axdata Expense extension > Setup > Norwegian rates domestic

Select Get current rates.

After importing rates, select Create rates.

Connect Per diem codes to Per diem amounts

Navigate to: Expense Management > Setup > Calculation and codes > Per diems

To create domestic without overnight stay, select “NOR U/Overnatting” and insert the Withholding tax periods as shown in the screenshot under:

To create domestic with overnight stay, select “NOR Overnatting” and insert the Withholding tax periods as shown in the screenshot under:

Select the last line (having hours from 12,01 to 24,00) and click “Overnight stay last day. In the new window, select “Norge” as the Withholding tax period ID and set the “Meal percent” to 100,00:

International: We have used Denmark as an example here, but select the different international countries you have listed here, and insert the Per diem tax codes as shown in the screenshot under:

Per diem tax calculation

Navigate to: Expense Management > Setup > General > Expense management parameters

Turn on Per diem tax calculation

Under “Axdata Kostgodtgjørelse”, turn on the “Per diem tax calculation active. This needs to be done after the full setup has been completed. When this is turned on, the calculation will be as wanted when employees start to fill out their expense reports.

If wanted, the “Create accounting distributions” can be turned on if you want D365 to create a financial transaction for the per diem tax part of the expense report submitted:

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