To efficiently manage expenses in Candis, it is necessary to record your employees as creditors. This ensures correct accounting allocation, as expense bookings in Candis are handled on a creditor basis with the respective employees as creditors.
How do I set up employees as creditors?
Employees can be set up as creditors in two ways:
In the business partner section, if employee contacts already exist.
Automatically during the approval process for employees who do not yet exist as contacts.
Method 1: Employees Are Already Saved as Contacts
If your employees are already listed as contacts, with or without a creditor account number, follow these steps:
Check Existing Contacts: Ensure that all relevant employees are recorded in the business partner section of Candis. If any employees are missing, you can manually add them or use the creditor import feature.
Adjust the Contact Type: Select each relevant employee one by one and change the contact type to "Employee". After making this change, a selection for team members will appear, where the corresponding user should already be preselected. If this is not the case, you can manually select the user from the list.
If an employee is not yet registered as a user in your Candis account, invite them first and then link them to the corresponding contact.
Once these steps are completed, the contact will be linked to the employee and will appear in the team members list from then on.
Method 2: Automatic Creation When Submitting an Expense
If an employee is not yet listed as a contact, the creation can also happen automatically when an expense is submitted:
Submitting the Expense: As soon as the employee submits their expense, a new contact is automatically created in Candis.
Assigning a Creditor Account Number: If needed, you can then assign a creditor account number to the newly created contact.
