How many types of Accounting file are there?

From a travel and expense management point of view, several types of accounting files are used to ensure accurate financial tracking and reporting.

While Mobilexpense provides a best practice with default transaction types booked in specific accounting files (F01/F02/F03/F04), it is flexible enough to allow all bookings in a single file if desired.

Here are the main types of accounting files:

Standard Accounting Files:

1. F01 - Privately Funded Transactions for Private Use (PRIV-COMP):

   • Example: Employee pays in cash or with a privately funded credit card.

2. F02 - Reconciliation of Company Funded Transactions (COMP-COMP):

   • Example: Transactions received from a credit card supplier and posted at upload in Mobilexpense (e.g., credit card transactions).

3. F03 - Company Funded Credit Card Transactions for Private Use (COMP-PRIV):

   • Example: Personal expenses paid with a company-funded credit card.

4. F03 - Cash Advance Operations (COMP-PRIV):

   • Example: Business expense of €120 (VAT incl.) paid with a cash advance of €150.

5. F04 - Company Funded Transactions for Business Use (COMP-COMP):

   • Example: Business expenses paid with a company-funded credit card.

Specific Types of Files:

1. F05 - Bank payment file

   • Example: SEPA file (European Union).

   • Usage: Used for paying employees directly to their bank accounts.

   • Details: Amount: [to be reimbursed to the employee] – [to be reimbursed from the employee to the company].

   • Account: IBAN and BIC of the employee stored in Mobilexpense.

2. F06 - Payroll files:

   • Example: Standard Payroll File for Germany.

   • Usage: Reports on allowance amounts (taxable, non-taxable) on the tax card.

File format used for all the above Accounting file types: txt, csv, xml, xlsx.

These accounting files help streamline expense management by categorizing transactions appropriately, ensuring compliance, and providing detailed financial insights. 👌