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:
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F01 - Privately Funded Transactions for Private Use (PRIV-COMP):
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Example: Employee pays in cash or with a privately funded credit card.
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F02 - Reconciliation of Company Funded Transactions (COMP-COMP):
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Example: Transactions received from a credit card supplier and posted at upload in Mobilexpense (e.g., credit card transactions).
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F03 - Company Funded Credit Card Transactions for Private Use (COMP-PRIV):
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Example: Personal expenses paid with a company-funded credit card.
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F03 - Cash Advance Operations (COMP-PRIV):
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Example: Business expense of €120 (VAT incl.) paid with a cash advance of €150.
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F04 - Company Funded Transactions for Business Use (COMP-COMP):
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Example: Business expenses paid with a company-funded credit card.
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Specific Types of Files:
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F05 - Bank payment file
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Example: SEPA file (European Union).
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Usage: Used for paying employees directly to their bank accounts.
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Details: Amount: [to be reimbursed to the employee] – [to be reimbursed from the employee to the company].
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Account: IBAN and BIC of the employee stored in Mobilexpense.
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F06 - Payroll files:
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Example: Standard Payroll File for Germany.
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Usage: Reports on allowance amounts (taxable, non-taxable) on the tax card.
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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. 👌