General information about the personal register
Adding a person to the register
Personal information
Km allowance
Information on foreign individuals
Deletion of individual document
General Information About the Personal Register
When a user created in the Menu logs in for the first time to Purchase Invoices to process purchase invoices, a "personal card" for the user is automatically created in the registers (Persons).
If the user also processes travel expenses, the main user must add the personal identification number used for payroll. A deputy can also be defined in the personal card if necessary.
If a travel expense accounting system is in use, the user's settings must include a personal identification number. The personal identification number is used when sending notifications to the incomes register. The payroll personnel number is not needed in this case.
If a user only creates travel expense reports, the main user must create a user card for the individual and complete the necessary information.
Personal settings need to be adjusted if you are using
- travel expenses
- invoice approval threshold (personal approval threshold) and/or
- a backup person is designated for the individual by the main user.
Adding a Person to the Register
A user ID must always be established for the person in the Menu, regardless of whether the person uses Purchase Invoices themselves or not.
- Navigate to Registers – Persons view
- Click the New button
- Complete the necessary information in the opened window
- Finally, save the information by clicking the Save button.
Personal Information
Name (mandatory information for travel expense users)
Select the person's name from the dropdown menu for whom you are setting up the settings. Note! A separate document can also be created for new invoices received for Purchase Invoices, in which case the name should be entered in the field, e.g., Received Invoices or any other custom name. The person document for received invoices allows filtering of invoices in the invoice view.
Language - Select whether the person's language is Finnish, Swedish, English, or Dutch.
Nationality - Select person's nationality.
Personal identification number/Personal identity code (mandatory information for expense report users)
Enter the personal identification number/personal identity code in the relevant field depending on the payroll interface. The identity code is required when using the travel expense accounts payable. If an identity code is needed for the travel expense accounts payable but the person does not have a Finnish identity code, the option No Finnish personal identity code must be checked, and the information on the Foreign personal information tab must be filled out.
Bank Account - In this field, a person's bank account number can be provided in IBAN format. If travel expense claims are transferred to payroll, this information is not mandatory. If a travel expense management system is in use, this information is mandatory.
SWIFT/BIC - If you are filling in the Bank Account information, add the BIC code corresponding to the bank account.
Cost Unit - A default cost unit can be selected for a person by clicking on the dropdown menu of the field and choosing the applicable cost unit from the list. The specified cost unit must be established in the cost unit register (Registers – Cost Units). Even if a default cost unit has been defined in the person's settings, it can still be changed directly on the travel expense report if necessary.
Travel invoices price list - Instead of the general cost compensation pricing, a different cost compensation pricing can be defined for an individual. This pricing must always be established first in the Settings – Cost Compensations view.
Employment – Side Job - If the person receiving travel expense reimbursements is working for this company as a side job, check the checkbox in front of the Side Job field.
Attendance – Absence – a date can be specified for the person in the field indicating when they are absent. When you click the checkbox in front of the word Absent, date fields (From and Return) will open, where the start and end dates of the absence (e.g., vacation) are defined.
From – click on the calendar icon at the end of the field and select the start date of the holiday period.
Until – click on the calendar icon at the end of the field and select a day before the actual return date. This way, the invoices will be directed to the actual handler on the return date. From- and Return-dates are both required fields.
Deputy - This field is used to define a substitute person for the duration of an absence. Select the name of the person who will handle matters during the absence from the dropdown menu at the end of the Substitute field. Invoices for the period specified in the Presence field will be directed to the substitute. After the return date specified, invoices will automatically redirect back to the regular invoice processor.
Notice! The substitute must have the same access rights as the person being substituted. For example, a basic user cannot substitute a main user, or if the person being substituted has an approval limit in place, the substitute must have an equal or greater approval limit. A person with a lower approval limit cannot substitute a person with a higher approval limit. The substitute does not need to belong to the same approval process as the person being substituted; instead, the substitute automatically replaces the person being substituted in the approval process used in the invoice.
Authority to create travel and cash invoices for this person - An additional person can also be defined in the ID card, who also has the authority to create travel and cash invoices for this person. Select the name of that person (for example, the name of the secretary) from the field's dropdown menu to grant the authority.
Additional Information - You can provide personal information in this field. The additional details will not appear on the travel expense report.
Copy to travel expense reports – NOT IN USE
Approval Limit - If you want to set approval limits for purchase invoices, you need to define the applicable euro amount in the settings. Enter the amount in the Approval Limit field that indicates the maximum amount a person can approve invoices for. If a person can approve invoices up to 50,000.00€, the limit should be set to 50,001.00€, which is the amount that cannot be approved anymore. The approval process must also define when the approval limit comes into effect. If the amount is missing from the personnel document, it will be treated as if the amount were set to 0€.
Km limit
If travel expenses are implemented during the current year and a kilometer limit is defined in the applicable collective agreement, after which the km compensation decreases, the People settings must be updated to include the kilometers accrued in other systems during the current year.
Foreign Person's Information
If travel expense reimbursements are paid from the travel expense accounts to a person without a Finnish personal identity code, the information on the Foreign Person's Information tab must be filled in the personal settings. The information is needed for the incomes register notification.
First Name - Enter the person's official first name.
Last Name - Fill in the person's official last name.
Gender - Fill in the person's gender.
Foreign personal identification number - Fill in the person's foreign personal identification number or check the box No foreign personal identification number.
Date of Birth - Enter the person's date of birth
Address type - Select whether the address to be filled in below is the person's address in the home country or the country of employment
Street Address/P.O. Box/Postcode/City/Region Code - Fill in the person's address details. P.O. Box is an alternative to Street Address.
Deletion of Personal Document
The deletion of a personal document is blocked if the individual to be deleted has travel expense reports paid through the accounts payable for the 14 months preceding the deletion date of the personal document. This ensures that the income register declarations of the individual to be deleted can be corrected if necessary during the payment year.
Deletion of personal documents always requires an explanation.