Setting up employees as vendors (creditors)
To correctly process expense reimbursements in Candis, your employees need to be set up as vendors (creditors).
This ensures that all reimbursements are booked correctly to the respective employee creditor account in your accounting system.
Ways to create employee vendors
You can set up employees as vendors in two different ways.
Both options lead to the same result — you can choose whichever fits your workflow best:
In the Business Partner section, if employee contacts already exist and you want to link them manually
During the review of the first reimbursement, if the contact should be created or linked automatically
Method 1: Via the Business Partner section
If the employee already exists as a contact, you can manually link them to their user account in the Business Partner area.
1. Check existing contacts
Open the Business Partner section in Candis.
Select the contact that you want to link to an employee.
Tip: If the contact doesn’t exist yet, you can
add it manually, or
import it via the vendor import feature.
2. Link the contact to the employee
Open the contact details.
In the Relationship section, find the field Member.
Select the correct employee from the dropdown list.
Click Save.
3. Invite new users
If the employee is not yet a Candis user:
Invite them via User Management.
Then, link their user account to the corresponding contact.
Once this is done, the contact is correctly linked to the employee and ready for reimbursements.
Method 2: Link during the first reimbursement
If the employee is not yet available as a contact, the link can be created directly during the reimbursement review.
1. Employee submits the reimbursement
The employee submits their reimbursement as usual — no additional setup is needed.
2. Missing vendor is displayed
In the review screen, you’ll see a message that no vendor (creditor) is linked.
Here you can:
Select the correct vendor from the list, or
Create a new vendor contact directly.
3. Complete vendor information
When creating or linking a contact, the Edit Business Partner menu opens automatically.
Here you can fill in all required information such as creditor account number, payment details, and member link.
Frequently asked questions
What if I linked the wrong vendor?
No problem. You can:
Replace the member in the contact, or
Remove the link entirely if no user should be connected.
Candis will automatically reset all reimbursements that haven’t been exported yet to “Review”.
