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Year: 2021

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How approval works in Fidoo

Approval process in Fidoo

When an expense is created, a receipt is created, or a recharge card request is sent, the approver is informed of the item to approve as follows:

Expenses and receipts

  • In the web application, a number (number of items to be approved) will appear in the Approvals section.
  • In the mobile app you will informed by based on your notification settings.

Requests to top-up the employee card

  • In the web application, a number (number of items to be approved) will appear in the Approvals section.
  • The mobile app will notify you with a notification as soon as a top-up request is sent.

Who is the approver

  • An approver is an application user who approves card recharge requests, expenses and/or receipts sent to them.
  • When you become an approver, you will see a new section in the app called Team Finance. This section displays the cards, expenses and/or receipts of all users for whom you are an approver.

Hierarchy of approval

Approval at company level

  • This is the most general form of approval, where the same approver is set for all users.

Approval at team level

  • The user selected as the team manager sees the team members’ expenses and usually becomes the approver.

Approval at project level

  • For each project that is entered in theapplication, , it is specified who is its approver. When a user enters a project into an expense or assignment, the user specifies to whom it will be sent for approval.

Individual approval

  • Each user has their own approver set up, but when selecting Project Approval, the individual settings cannot be applied to approve expenses and receipts.
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Edit users

Edit user identification

  1. Settings – People – click on the user you want to edit.
  2. Click on :trojrypák: and select Edit Identification.
  3. Edit the necessary fields and Save settings.

Edit user profile (phone, position, employee number)

  1. Settings – People – click on the user you want to edit.
  2. Click on :trojrypák: and select Edit Profile.
  3. Edit the necessary fields and Save settings.

In the user profile, you can also assign a default cost centre or project to a specific user, which will then be pre-populated on that user’s expenses and travel orders. The user will also be able to change this pre-filled cost centre or project as required when entering the expense or voucher.

Change user rights and roles

  1. Settings – People – click on the user you want to edit.
  2. Click on :trojrypák: and select Edit rights.
  3. Check/uncheck the rights you want to assign or remove and Save.

Modification of the key role of accountant/treasurer/fleet manager

  1. Settings – People – click on the user you want to edit.
  2. Click on :trojrypák: and select Edit Key Roles.
  3. Add/remove the user from the role and confirm with the Yes, I confirm button.

Ordering travel insurance

  1. Settings – People – click on the user you want to insure.
  2. Click on :trojrypák: and select Order Insurance.
  3. Select one of the options and click on Order Standard or Plus Insurance.
  4. Confirm with the Order insurance button.

Cancellation of travel insurance

  1. Settings – People – click on the user you want to cancel insurance for.
  2. Click on :trojrypák: and select Terminate Insurance.
  3. Confirm with the Cancel Insurance button.

Pocket allowance settings

  1. Settings – People – select the person you want to set the pocket money for.
  2. Click on :trojrypák: and select Pocket Money Settings.
  3. Check/uncheck the box to enable/disable the foreign business travel allowance and Save.

Notification settings

  1. Section Settings – People – Select the user you want to set notifications for.
  2. Select a tab Notifications and tick Individual settings.
  3. By sliding the button /to turn on/off messages or notifications, and Save.

Deleting a user

  1. Settings – People – select the user you want to delete.
  2. Click on :trojrypák: and select Delete user.
  3. Confirm with the Delete user button.
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Projects

Creating a project

  1. Section Settings – Projects.
    Manual settings
  2. Click on Add Project (top middle) .
  3. Fill in the necessary fields and select Save Project.
    Import project list
  4. Click on – Import projects.
  5. Download and fill in the prepared sample file.
  6. Click Insert File, find the file on your computer and select Import.

Project approval settings

  1. Section Settings – Projects – click on the project you want to set up.
  2. Select the Approvers tab (right side of the screen).
  3. Check Individual Settings and select Single or Dual Approval.
  4. Select the approver, the approval limit and Save settings.

Modification of the project

  1. Section
    Settings – Projects
  2. Click and select
    deactivate/edit project
    .
  3. After the modification still
    Save
    .

Deleting a project

  1. Section
    Settings – Projects.
  2. Click and select
    Delete project
    .
  3. Confirm with the button
    Delete project
    .
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Teams

Team formation

  1. Settings – Teams – Add Team (top middle) .
  2. Name the team, select its manager and click Add Team.
    Adding a new team in Fidoo
  3. Click on , select Add Team Members and select them from the list of users in the app.
  4. Confirm with the Add Selected button.

Team setup

Settings – Teams – click on the team you want to set up.

  1. Approval tab
    a. Select Individual Approval.

    b. Scroll and select each approver and Save Settings.
  2. Settings tab
    a. Select Individual settings for this team.
    b. Scroll to select cost centres and projects and Save.
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Travel reports

Setting the meal allowance

The meal allowance rates listed in the application are set according to the Labour Code. However, you can adjust them higher as follows:

  1. Section Settings – Credits – Meals – Create new (top right).
  2. Write the name and select the validity, add the new domestic meal allowance rates.

    You can adjust the foreign meal allowance:
    a) Bulk – enter the percentage of the meal allowance and select Recalculate.
    b) Individually – in the search window, type the country for which you want to adjust the meal allowance and change the rate for the selected country.

  3. Save.

Setting your pocket money for a trip abroad

  1. Settings – Honours – Pocket Money – activate Pocket Money in the system (top right).
  2. Choose to calculate your pocket money before or after the reduction of foreign diets.
  3. Enter the percentage of your pocket money and select Recalculate.
  4. Save.

Mandatory field settings

  1. Section
    Settings – Honourings – Required fields
  2. Use the button button to enable/disable the obligation to add a specific data to the expenditure.
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Travel guide

Filling in the logbook

When filling in the logbook, the application saves continuously, so there is no need to click the Save button, which is not found in this section.

  1. Section Corporate finance – Logbook – click on the vehicle whose logbook you want to fill in.
  2. Before you start filling in individual journeys for the first time, fill in the initial odometer reading at the beginning of the month. By filling in the runs one by one, you will be able to calculate the ending balance. If you also fill in the final status, the app will show you the number of kilometres you need to enter for the month.

  3. On the desired day, select the type of journey and fill in the mandatory fields for the journey: from where, to where, length in km, starting and ending odometer reading, journey time, break and purpose (in the case of a private journey, the last 2 fields do not need to be filled in).
  4. After filling in all the days in the month when the car was used, select Confirm and then Confirm again.

Entering a reverse journey

  1. Section Corporate finance – Logbook – click on the vehicle whose logbook you will be filling in.
  2. Click on a ride to view its details – select Ride back.
  3. All mandatory fields are automatically filled in, the departure time is delayed by 1 hour after the arrival time.

Repeating the ride

  1. Section Corporate finance – Logbook – click on the vehicle whose logbook you will be filling in.
  2. Click on a ride to view its details – select Repeat Ride.
  3. In the calendar that appears, select the days when the trip was repeated and enter Repeat.

Deleting a ride

  1. Section Corporate finance – Logbook – click on the vehicle whose logbook you will be filling in.
  2. Click on a ride to view its details – select Delete.

Confirmation of the logbook

  1. Section Corporate finance – Logbook – click on the vehicle whose logbook you want to confirm.
  2. Check and edit the information you entered, if necessary, and select Confirm and Confirm again.

Rejection of the logbook

  1. Corporate Finance – Logbook – click on the vehicle assigned to the user whose logbook you want to check.
  2. If the data does not correspond to reality and you wish to make an adjustment on the driver’s side, select Reject (top right), specify the reason and click Reject.

Sending a reminder to fill in the logbook (only available for assigned vehicles)

  1. Section Corporate finance – Logbook – select a vehicle whose logbook is not confirmed.
  2. Click Remind and Send.

Frequently asked questions about the Journey Book

In the BETA version, it is possible to validate the logbook without all the necessary data required by law. Only distance or speedometer information is required. When confirming the logbook, a message will be displayed stating that the logbook cannot be confirmed for some reason or that some journeys are not complete according to government regulations. You can verify this information by clicking on the bulb that appears next to the route of an incomplete journey, but even if you don’t correct the errors, you can still validate the logbook.

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Expenditure

Creating a VAT breakdown

  1. Section Settings – Expenses – VAT breakdown.
  2. Click on New VAT breakdown, add the name and abbreviation and Save.

Adjustment of VAT breakdown

  1. Section Settings – Expenses – VAT breakdown.
  2. Click on and turn off/on the use of segmentation.
  3. Click on Edit button, edit the name or abbreviation and Save.

Deleting the VAT breakdown

  1. Section Settings – Expenses – VAT breakdown.
  2. Click on and select Delete VAT breakdown.
  3. Confirm with the Delete VAT breakdown button.

Creating a preconfiguration

  1. Section Settings – Expenses – Pre-accounting.

    Manual settings

  2. Click on New preconfiguration.
  3. Fill in the name, code, usage and accounts and Save.

    Importing a list of preconfigurations

  4. Click on Import preconfigurations.
  5. Download and fill in the prepared sample file.
  6. Click on Insert file, find it on your computer and select Import.

Modifying pre-contraction

  1. Section Settings – Expenses – Pre-accounting.
  2. Click on Options switch and turn off/on the use of preconfiguration.
  3. Click on , edit and Save.

Deleting a preconfiguration

  1. Section Settings – Expenses – Prepayments.
  2. Click on and select Delete Preconfiguration.
  3. Confirm with the Delete preconfirmation button.

Creating a cost centre

  1. Settings – Expenses – Cost centres.

    Manual settings

  2. Click on New cost centre.
  3. Fill in the name and abbreviation and Save.

    Import list of resorts

  4. Click Import resorts.
  5. Download and fill in the prepared sample file.
  6. Click Insert File, find the file on your computer and select Import.

Cost centre modification

  1. Settings – Expenses – Cost centres.
  2. Click on Options switch and turn off/on the use of the cost centre.
  3. Click on , edit the name or abbreviation and Save.

Deleting a cost centre

  1. Settings – Expenses – Cost centres.
  2. Click on and select Delete.
  3. Confirm with the Delete Centre button.

Mandatory field settings

  1. Section Settings – Expenses – Required fields.
  2. Use the Options switch button to turn off/on the obligation to add a specific expenditure.
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Travel insurance

Ordering travel insurance

  1. Section Settings – People – select the user for whom you want to arrange travel insurance.
  2. Click on Ikona nastavení and select Order Insurance.

  1. Select the type of insurance by clicking the Order Standard Insurance or Order Plus Insurance button.
  2. Confirm with the Order insurance button.

Cancellation of travel insurance

  1. Settings – People – select the user you want to cancel travel insurance for.
  2. Click on Ikona nastavení and select Terminate Insurance.
  3. Confirm with the Cancel Insurance button.

Download travel insurance documents

  1. Settings – People – Products tab.
  2. Click here to download the necessary documents.
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Cards

Ordering a personal card

Play Video
  1. Settings – Cards – Order card (top centre).
  2. Select Personal Card and Order.
  3. Fill in the necessary details, select the delivery address and click on Order Card.

Order a team card

Play Video
  1. Settings – Cards – Order card (top centre).
  2. Select Team Card and Order.
  3. Fill in the necessary details, select the delivery address and click on Order Card.

Card settings

  1. Section Settings – Cards – select the card you want to set up.
  2. Click on Settings icon and select Edit Settings.

Recharging the card

  • Manual – the user must send a request to recharge the card.
  • Automatic – the card is automatically recharged to the specified amount when it falls below the specified threshold. Turning the option on/off also sets the limit for a given time period (week or month).
  • Regular – the card will be topped up to a specified amount every week or month.

Allowed card transactions

  • ATM withdrawals – prohibits/allows withdrawals from ATMs in the Czech Republic and abroad.
  • Merchant payments – prohibits/enables merchant payments.
  • Online payments – prohibits/enables online payments.

Restriction of payment card functionality

  • For transport-related payments only – once activated, it limits merchant payments to only those associated with transport (toll gates, petrol stations, parking meters, etc.).
  • Restrict card use to selected days only – once activated, you can tick the days you want the card to be used.

Setting up approvals on the team card

The approval setting on the team card overrides all other settings. This means that when a user swipes a team card, the approval of expenses follows the settings on the card. When ordering, the card is automatically set to approve at the company level.


  1. Settings – Tabs
     – tab
    Approvals.
  2. Choose
    Individual settings.
  3. Fill in the necessary fields and
    Save
    .

Fidoo Cards FAQ

If you wish to cancel the card you have just ordered, you can do so by blocking the card no later than 21:00 on the day you ordered it. This card will not go into production. Contact the Client Care Centre for a refund of the card production fee.

This is an auxiliary identifier that only appears in the application and the expense report. This element will not be embossed on the card and can be changed at any time. This is often the case, for example. employee number or vehicle registration number.

A card manager is a user who can pass a team card to another user in the application. At the same time, they can see in Team Finance → Cards → Transactions all the movements on the managed card and which person made the transaction. It can also charge/discharge, lock or block the card at any time and set its parameters

The card top-up approver approves or rejects top-up requests. The administrator can modify the card (charge/discharge it, change its settings, modify the automatic recharge scheme and limits). The cardholder is the only one who can physically handle the card – pay (even online) or view the PIN.

You cannot set a daily limit on the card within the app, it is determined by the amount loaded on the Fidoo card.

Top-up funds are on the card immediately after top-up (if you have sufficient funds in your Fidoo account). The withdrawal is made immediately back to your Fidoo account.

The card is usually shipped the next business day after ordering/renewal, delivery time is 5 – 7 business days. The card is sent by ordinary letter, the condition for delivery of the card is a properly marked mailbox of the recipient.

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Creating and setting up a user

Create a new user in Fidoo

  1. Settings – People – Add user (top centre).
  2. Fill in all fields and select whether this is a user with/without access to the application.
  3. If you are using dynamic user management, select whether you want the user to be active or deactivated.
  4. Enter Add user.

Bulk import of users

  1. Section
    Settings – People
    .
  2. Click on and select
    Import user
    .
  3. Download and fill in the prepared sample file. Rules for importing users
  4. Click on
    Select File
    , find it on your computer and select
    Import
    .

Login details for users

Each new user will receive an activation email that is valid for 30 days. You can send a new activation email from the app at any time. If the option to forward the activation email does not appear in the app, the user’s account is already active.

  1. Settings – People – click on the person you want to send the email to.
  2. Click on the Send Activation Email link.

Super user - user settings in multiple companies

  1. Settings – People – Add user (top centre).
  2. Specify the email that the user uses to log in to the application and wait for uniqueness verification.
  3. Confirm with the Add user button.

Approval settings

  1. Section
    Settings – People
     – click on the user you want to set up approval for.
  2. Select the Approval tab (right side of screen) –
    Individual settings
    .
  3. Select the approval option, approver from the list of users, and confirm with the Save Settings button.

Setting up a crowd

  1. Section
    Settings – People
     – click on the user you want to set up the shortcut for.
  2. Select a tab
    Advocate
     (right side of the screen) –
    Add Shortcut
    .
  3. Select a shortcut from the list of users, enter the time of the shortcut, and confirm with the
    Set up
    .

Setting up notifications in a queue

  1. Section Settings – Company – Notifications.
  2. In the section Advance by scroll bar to enable/disable sending notifications to the representative, and Save.

Frequently asked questions to users

Like the approver, the team manager has a visible Team Finance agenda (with the addition of cards and cash) and can see Teams in the settings. However, he cannot edit them.

In Team Finances, the manager can then find an overview of everything his team members have in their My Finances agenda. All their cards, expenses, cash and assignments. This gives him a complete overview of what’s going on in his team.

The user’s phone number can be changed by the Main Application Administrator.

  1. InSettings → People, select the user whose number you want to change.
  2. On the right side of the screen, you will see the user detail and the Profile tab.
  3. Click on the green text Edit profile and a window will open where you can change the phone number.

The phone number is used to log in to the app and also for online payments as a security feature, so-called. 3D secure SMS.

The master administrator can change the user’s rights in the web application.

  1. InSettings → People, select theuser whose rights you want to override.
  2. On the right side of the screen, you will see the user detail and a button with three dots.
  3. When you click this button, a sheet appears, and you click Edit Rights.
  4. In this interface, you can see what rights can be set for the user and what actions the user will be able to perform with the appropriate rights settings.
  5. Select the rights package and save the selection.

To change or edit a user’s name, you need to re-identify the user. Settings – People – via select Identify User. In order to modify the identification, it is necessary to have all the user’s identification data.

A user without the app will not be able to use either the web or mobile app. However, he can use the Fidoo card in a limited mode (online payments cannot be processed).

A deactivated user will not be able to use the web or mobile app and cannot order a payment card. If he has the card, it will be locked and cannot be used during the deactivation period. There is no monthly fee for such a user.

Expense Management

FX and foreign payments

Coming soon

Direct Fidoo

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© Direct Fidoo Payments s.r.o. 2023 Powered by Mastercard. Mastercard is a registered trademark of Mastercard International Incorporated. The Fidoo card is issued under license from Mastercard International Inc. Direct Fidoo Payments s.r.o. is a payment institution registered in the list of payment service providers maintained by the Czech National Bank with the authorization to provide payment services pursuant to Section 3 par. 1 lit. b), (c) and (e) of the Payment Act.