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DATEV EO Comfort. Part 2: Expense items in Circula
DATEV EO Comfort. Part 2: Expense items in Circula

How to apply expense items in Circula

Eileen Rohlfs avatar
Written by Eileen Rohlfs
Updated over a week ago

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DATEV EO Comfort. Part 2: Expense items in Circula

Explanation of cost units, expense items and categories

Cost units

Handling of cost units/ projects

Contracts and partial contracts created in EOC are uploaded to Circula as cost units after import. Cost units are identified as projects and can be selected as projects by submitters when creating expenses in Circula.

After uploading cost units, the following syntax appears:

Syntax of imported contracts from EOC shown as project names

What does the syntax mean?

The values of the 4 syntax groups have the following meaning:

2020 / 1 / 1 / MusterGmbH /Economic consulting projects / 10103

↓ ↓ ↓ ↓ ↓ ↓

Plant year/ Order no./ Partial order no. (month)/ Partial order designation/ Name of client/ Contract designation/ Client number

💡Manually created cost units can be marked with a project name and a cost unit number:

Manually created cost units/ projects

Project search

When submitting costs, the cost unit for an expense (= costs as invoiced to customers) is selected with the project. If many cost units are stored, the search for projects simplifies the selection of the corresponding cost unit. This way, names of contracts and partial contracts can be searched and the corresponding project for cost creation can be selected.

Project search in the Circula web app

Project search in the Circula Android mobile app

Expense items

All types of expenses are recorded as costs. In order to be able to store the order related costs and receipts for invoicing customers/clients, expense items are created.

The expense items already defined in EOC must also be deposited in Circula in order to be able to route the expenses to the contracts in EOC after exporting from Circula.

The effort items are stored in the Circula account under Settings and Categories.

Step 1: Define expense items in the advanced settings

Expenses are assigned to categories in Circula by submitters. To distribute expenses to different expense items, categories are selected in Circula. Circula provides default categories, which may vary by company depending on individual settings. The Circula default categories are:

  • Hospitality (internal)

  • Hospitality (external)

  • Flight

  • Gift

  • Car rental

  • Public transportation

  • Other

  • Fuel costs

  • Cab

  • Accommodation

  • Train

  • Parking

Categories can be extended individually and controlled by the accountants or by administrators of the system. This setting can be found in the settings area under the "Categories":

Different categories in Settings

Create new categories or click on already stored categories. In the new window, you can name the EOC expense items in addition to specifying booking codes and the preset VAT.

Designation of the EOC expense item for a category.

Once all settings of the expense items are deposited, expenses can be submitted as usual and then exported for posting in EOC.

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