Recording a new expense category

The zistemo includes a default list of expenses based on DATEV.
However, you can add your own expense categories and subcategories.

To add a category go to Purchases ➝ Expense Categories ➝ Add Category

Using expense categories

Every expense is linked to an expense category. You can choose the appropriate category on the expense page:

The ability to show/hide expense categories

With zistemo you have complete control over the expense categories dropdown list. At any point, you can choose to show/hide specific expense categories in the default dropdown lists. The path is Purchases -> Expense Categories.

Note: The hidden categories will not be included in the categories list on an expense page or on the reports.

Update the expense category for all selected expenses in one click

In zistemo you can easily change the category of the expenses with a few clicks. Select your expeses you want to change the category and press the button “change category”

Choose the preferred new category for your expenses.

The zistemo Expense Report is a quick and handy reporting tool which helps freelancers, startups and small businesses. Use the ‘Expense Report’ to track your business spending.

Using the Expense Report?

You can easily access it by going to ‘Reporting’, then click on ‘Accounting Reports’ and choose ‘Expense Report’.
Here you can customize, filter and organize the data in many ways, for instance, you can group the information by an expense category, a vendor, an author of the expense, a client or a project (if you have assigned specific expenses to the clients or the projects)

You can filter for expenses by author – the person who claims the expense

If you only want to see the expenses related to some projects, simply pick these specific projects from the special filter:

If you’re interested in viewing the expenses with some statuses – unbilled, billed, non-billable, paid, partial – just pick the statuses yourself from the advanced filter, as shown below:

Also, you can filter for specific currencies:

As well as you can switch to see the amount of taxes in the total expense amount – just mark the ‘Print Taxes’ checkbox:

You can review the expense report in your base currency only:

You can filter data by the Reimbursement (more about expense reimbursement here):

Furthermore, if you want to:
– print this report – just click the ‘Print’ button;
– export it to a PDF, a CSV or an Excel file, simply click the ‘Export as’ button.

The zistemo Expense Report helps you:
– Monitor and analyze spending;
– Automate expense reporting;
– Organize useful budget information;
– Access business intelligence & enterprise-wide data reporting;
– Save the time used to manually create expense reports yourself;
– Significantly reduces the risk of error throughout the reporting process.

Expense Categories Numbers in Expense Report

In the Expense Report, the expense category number appears next to each Category name.

For your convenience and to make it easier for your accountant we’ve added an ‘expense category number’ column to your Excel report. So now you have it all organized:

These are DATEV expense numbers that you can find in Purchases -> Expense Categories.

Very Important: If your company is in Germany, the Expense Categories will have SKR03 or SKR04 numbers:

You can choose SKR03 or SKR04 in the Company Profile Settings:

Therefore these numbers will be displayed in the Expense Report for German companies.

Note: Please use “UFT-8” for encoding

Next, you can download a sample file to see how this .csv would look. You can also view and download a sample file HERE.

To create a .csv, select your file and click “Upload File”:

Importing Expense Categories

When importing your expenses, one of the required fields in your .csv file is “Category” (expense category):

If you use one of the existing categories, the system will take it from the existing list (find “Expense Categories” list in “Purchases” -> “Expense Categories”). If you use a category that’s not on the list, this new category will be added automatically to the “Expense Categories” list.

IMPORTANT: if you use the existing categories, remember to also fill the “Category ID” column to prevent mistakes. By the way, if you did not enter the correct ID (check out the list below to see the default IDs used in zistemo), the system will use the category with the ID you provided, which will override the existing (default) one.

Example: In zistemo, Advertising Cost ID is 1 and Representation Cost ID is 3.
If you enter “Advertising Cost” in the “Categories” column, but in the “ID” column you insert “3”, then this imported expense will be related to the category “Representation Cost”.

zistemo “Default Categories” and IDs