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Month: April 2024

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Two-factor authentication when logging into the application

What is two-factor authenticator at login

Two-factor user authentication at login helps you increase the security of access to the Fidoo app and prevents abuse.

This means that the user must pass through two security factors to log into the application.

  • The first factor is your password, which you set when you first log in. You can change your password in the app.
  • The second factor is either a one-time SMS with an authentication code sent each time you log into the Fidoo app or logging in from a trusted device. When you add a trusted device, a one-time authentication via SMS code is performed, after which the code is no longer required. However, if you log in to the Fidoo app from another device, you will again be prompted to authenticate via SMS code.

This whole login security system is called Strong Customer Authentication (SCA) and we are required by law to strongly authenticate every user when they enter the Fidoo application.

As a user of the Fidoo app, you can manage individual trusted devices directly in the app. Their list is available directly under your profile, i.e. in My Profile – Manage Trusted Devices tab. Here you can view your trusted devices or web browsers and, if necessary, simply remove them using the “cross” button on the right side of the list.

What strong authentication login looks like

Frequently asked questions about two-factor login

Yes, you will. Two-factor authentication for login requires only the receipt of an SMS message, which any mobile phone can handle.

If you do not want to fill in a verification code in addition to your login name and password every time you log in to Fidoo, you can enable the Login without SMS verification feature in the app for 90 days.

  1. After entering the login details and confirming with the Login button, a new window will appear for entering the six-digit verification code (shown below).
  2. A code has been sent to your mobile device, which you enter in the fill-in box.
  3. Below the fill-in box, you will see the option to Login without SMS verification for 90 days on this device.
  4. Click on it – instead of the grey box saying No, you now see a green box saying Yes. Confirm the action with the Confirm button and the app won’t prompt you for an SMS code for the next 90 days.

You can find out what strong authentication is for and how to set it up on this page.

Feel free to enter your private phone number. It will only be used to receive SMS authorisation codes and we at Fidoo will not use it to send you any commercial or marketing messages unless you have given us your consent to do so. Your phone number is information that only you and your company’s Fidoo Application Lead Administrator have access to.

You can’t do it without a cell phone. If you haven’t needed to log into the Fidoo app or pay online yet, then nothing has really changed for you.

We recommend entering your private mobile phone number.

In principle, there are no technical limitations; the device can be, for example, a desktop computer, a laptop, but also a tablet or a mobile phone with internet access.

Cookies are one element of identification of such a device. Therefore, after deleting them, you need to mark the device as trusted again.

Yes, a single device can designate any number of different users as trusted under its user accounts.

If you are logging into Online Banking from a device (computer, tablet, laptop, mobile phone, etc.) that is not added to your trusted devices, we will offer you the option to add it to your trusted devices directly on the login screen. You can then just confirm this by SMS. The next time you log in from this device, all you have to do is enter your internet banking ID and password.

Contact the Main Application Administrator and check the accuracy of your phone contact.

We will consider the device you designate as secure (trusted) and for 90 days you can log in with your username and password without having to enter the SMS verification code sent to your mobile phone. After 90 days, you must re-designate the device as trusted and confirm this choice with an SMS verification code.

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My personal billing

My billing

The personal statement contains all activity (card transactions, cash expenditures, and receipts) for a specific accounting period.

Personal settlement

  1. Search bar
  2. Button to filter expenses by date
  3. Button to download filtered expenses
  4. Information on which filter was used
  5. List of filtered items

Clicking on one of the bills will bring up a detail of it in the right-hand section, showing:

  1. Quantification of expenditure for salaries
    – A plus result means that the payment will be included in your salary
    – A negative result means that the payment will be deducted from your wages.
  2. A list of card expenses in a given period, ordered as incurred
  3. Refunds from travel
  4. A list of cash expenditures during the period, ordered as incurred
  5. List of expenditure carried forward
Personal billing detail

Frequently asked questions about the web or mobile application

It runs on all mobile phones running iOS 13.4 or Android 6.0 or later.

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Modify and send the expenditure for approval

Web app

  1. My Finances – Expenses – click on the expense and select Edit.
  2. Fill in the necessary details and select Save or Save and submit for approval.

Mobile app

Play Video

  1. Log in to the app     or select Expenses in the bottom menu.
  2. Click on the expense and select Edit.



  3. Complete mandatory data and select Submit for approval.

Bulk send expenses for approval

Play Video

Required fields

The permanently set mandatory fields are:

  • Name of expenditure
  • Date of expenditure
  • Amount

Without this information, you will not generate an expense.

The optional mandatory fields are:

  • Cargo centre
  • Note
  • Project
  • Receipt

Do not send an expense for approval without this information.

Frequently asked questions about the web or mobile application

  • The basic mandatory fields will be filled in by card payment. If you are creating a cash expense, the application will not allow you to create an expense without entering this information.
  • The optional mandatory fields are set by the company and the company informs you of their settings. If you do not complete this field, the application will notify you when you submit the expense for approval and will not send the expense.

Cost centres can be added to an expense by the expense owner (the one who created the expense) or by the Accountant in the expense edit.

  1. In My/Corporate Finance, select any expense.
  2. On the right side of the screen you will see the detail of the expense along with a button with three dots.
  3. Clicking on this button will take you to the details of the expenditure.
  4. You can add a cost centre to an expense in the Advanced Information section.

You can add as many cost centres as you like to a single expenditure. However, you can always choose only from those that have already been set up for your company by the Accountant.

You can edit an issue when it is in the Open status – i.e. not sent to a supervisor or accountant for approval. If the expense shows as Approved, contact the person in your company with the Accounting role who can reject the expense. This will return its status to Open and you will be able to edit the expense, or in the case of a cash expense you have the option to delete the expense.

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Photographing and attaching receipts/invoices

Web app

  1. My Finances – Expenses – click on the expense to which you want to attach a receipt and select Edit.
  2. Click on and insert the receipt from your computer.
  3. Save or Submit for approval (bottom right).

Mobile app

  1. Log in to the app via the notification you just received or the standard way.
  2. Find the expense you want to attach the receipt to
    and click on it
    . (If you clicked on the notification, you skip this step.)
  3. Choose Add receipt button Add document, insert or take a picture of the receipt and Confirm by entering.




  4. Go back to the list of expenses (top left arrow) or continue and select     Edit or directly Submit for approval.

  5. Fill in the mandatory data, Save or Send for approval.

How do I know if the receipt/invoice is well photographed?

  • It must be complete and contain all the data, just as in paper form.
  • It needs to be easy to read.
  • It shouldn’t be taken from an angle.
  • It must have the correct crop so that you cannot see the background against which you have photographed the receipt.
  • Take the photo in good lighting conditions.
  • There can only be one receipt/invoice per photo.
  • Photograph a multi-page document so that only one page is on each photo.
  • Photograph longer documents in multiple parts to maintain legibility.

Frequently asked questions about taking photos and attaching receipts

  • Make sure the photo of the receipt is not too large.
  • Make sure you have a sufficient network connection, or take a picture of your receipt and try again later.
  • It means that you took a picture of the receipt from a higher angle and the app straightened it. To avoid this, take pictures of receipts from above.
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Cash expenditure

Creating an expense

The cash expenditure must be created manually.

Web app

  1. My Finances – Expenses – Add Expense (top centre).
  2. Complete required details a Save or Save and submit for approval.

Mobile app

  1. Once you have logged in, you are directly in Issues – click on Add button (bottom right).
  2. Take a picture of the receipt, edit and confirm with a pipe.
  3. Fill in the required information and Submit for approval

Deleting an expense

Web app

  1. My Finances – Expenses – click on the expense you want to delete.
  2. Click on , select Delete Expense and confirm with the Delete button .

Mobile app

  1. After logging in, you are directly in Expenses – click on the expense you want to delete.
  2. On the top right, select Delete Expense over the three dots and confirm with the Delete button.

Frequently asked questions about cash expenses

  • My Finances – Cash – Here you can find all your cash expenses and ATM withdrawals.
  • You can filter expenses using the Set filter button and download using the Download icon button.

In the cash wallet, you can see the current total amount including ATM withdrawals and cash expenses for a specific user in a given currency. The resulting amount has either a positive value, which means that he has an amount of company funds available in cash. If the wallet has a negative value, the employee has paid for company expenses with private money, so the company owes him money.

  • The status of the user’s cash wallet. If the user has multiple currencies, the app will display multiple wallets. Each then shows the amount of cash the user has on them in that currency.
  • In the case of ATM withdrawals using a Fidoo card, this entry is made in the relevant cash wallet.
  1. If you have made a withdrawal with your Fidoo card, you will see it in the app under My/Corporate Finance → Cards → Transactions.
  2. In this interface, you can use the Set Filter button to view ATM withdrawals with any parameters.
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Card expenses

When paying by card, the expense is created automatically in the app, if you have the mobile app installed, you will receive a notification that the expense has been created and you can attach a photo of the receipt right away. 

Web app

  • My Finances – Expenses
    Expenditure in the web application

Mobile app

  • After logging into the mobile app, you will go straight to the Expenses section (bottom menu).
    Expenses in the mobile app

Frequently asked questions about card spending

A transaction means moving money from one place to another. Expenditure is the embodiment of the proper and preferably tax deductible purpose for spending money. Various evidence is used to confirm its existence, such as receipts or the approval of the supervisor and accountant. In the Fidoo application, we create an expense for each transaction, which can be supplemented with information and data that can then be transferred to accounting. Thus, an issue is created for any transaction, whether it is non-cash or cash. An issue is not made for an ATM withdrawal.

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Travel insurance

Travel Insurance FAQs

This is a standard travel insurance policy that is valid for both business and private travel.

Ask the main administrator in the app to arrange insurance for you.

The price depends on the insurance package you choose. Payment is subject to your company’s internal guidelines.

The travel insurance starts the day after it is taken out in the Fidoo app.

  • Call our 24-hour helpline +420 291 291 291 for advice and assistance.
  • Provide as much documentation as possible describing what happened: a medical report, all medical bills and medications, photos or video footage
  • damaged items (not only yours, but also the person you may have caused the damage to), police record, contacts of witnesses, etc.
  • Report the loss or damage to the carrier.
  • Make an inventory of the items you have lost, including proof of purchase.
  • Take photos or video footage of the damaged items.
  • If your belongings are stolen, get a police report.
  • On your return, complete the Claim Form and send it with the other documents to the insurer by email, post or online form.

Travel insurance is taken out for a period of 1 year, you can cancel the automatic extension at any time. To cancel the extension, ask the main application administrator.

  1. Click on your name (top left) – My profile – Products tab
  2. Click on a specific document to download it.
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Creating a Bulk Assignment

Repeat of a one-day business trip

  1. My Finance – Treasury section.
  2. Create a Request or Report, or select an existing one, click Ikona nastavení and enter Edit Request/Report.
  3. In the Application/Report detail, click on Ikona nastavení under Route and select Repeat Route
    or enter directly under the route listed.
  4. In the calendar, enter the days when the trip is repeated and confirm with the Repeat button.
  5. Save the Bulk Request/Message or Save and Submit for approval.

Adding a trip to a bulk transfer

  1. My Finances – Honours – select the open Application/Message you want to add a journey to.
  2. Click on Ikona nastavení and select Edit Request/Report.
  3. In the Application/Report detail, click on Ikona nastavení under Route (Paths) and select Add Path Before/Add Path After.
  4. Complete the path and Save or Save and Submit the bulk Request/Message for approval.

Interruption of a business trip

  1. My section
    Finance – Treasury
  2. Create the first leg of the journey by entering the departure date and location (point A) and the date and place of arrival (point B).
  3. For the last part of the route (point C) click on to delete the end of the route (it is possible to have multiple waypoints before breaking the route).
  4. Choose
    Add another trip
     and continue where you left off on the previous trip, select the date and time to restart the trip and continue filling in until the arrival date and location.
  5. Bulk Request/Message
    Save
     or
    Save and send for approval
    .

Deleting a path from a bulk transfer

  1. My Finances – Honours – select the Application/Message from which you want to remove the path.
  2. Click on Ikona nastavení under Route and select Edit Request/Report.
  3. In the Requests/Messages detail, click on Ikona nastavení next to the route you want to delete and select Delete Route or Expand the route you want to delete and select Delete Route directly below the route.

Frequently asked questions about creating messages for assignment

How do I enter multiple days at once on a repeat trip?

The calendar also allows you to select or deselect:

  • all Mondays / Tuesdays / Wednesdays… by clicking on the name of the day of the week (1),
  • the whole week by clicking on the week number (2),
  • select a specific day by clicking on a specific date (3),
  • all days of the month (4).

Example: selection of all working days in a month

  1. Click on “Select all days of the month”, this will select the whole month.
  2. Click on the name of the days of the week “Sat” and “Sun” to deselect Saturdays and Sundays.
  3. You can then deselect any other day of the month by clicking on that day.


Example: selecting every Tuesday of the month

  1. Click on the name of the day of the week “Tue”, this will mark all Tuesdays of the week.


Example: selection of all working days in 12. of the week

  1. Click on the week number 12 to mark all days of the week.
  2. Click on day 20 and 21 to deselect weekend days.

The calendar also allows you to select or deselect:

  • all Mondays / Tuesdays / Wednesdays… by clicking on the name of the day of the week (1),
  • the whole week by clicking on the week number (2),
  • select a specific day by clicking on a specific date (3),
  • all days of the month (4).

Example: selection of all working days in a month

  1. Click on “Select all days of the month”, this will select the whole month.
  2. Click on the name of the days of the week “Sat” and “Sun” to deselect Saturdays and Sundays.
  3. You can then deselect any other day of the month by clicking on that day.


Example: selecting every Tuesday of the month

  1. Click on the name of the day of the week “Tue” to mark all Tuesdays of the week.


Example: selection of all working days in 12. of the week

  1. Click on the week number 12 to mark all days of the week.
  2. Click on day 20 and 21 to deselect weekend days.
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Creating an Assignment – Message

  1. My Finances – Cheques – Add cheque (top centre) – Message. In the left part of the screen a map will appear, in the right part fill in everything you need as follows:
  2. Trip information – enter the name of the trip and the person who was on the trip. You can choose someone other than yourself and fill in the report for her/him. The message will appear in the receipts for both you and the person named in the message.
    Information about the trip
  3. Route – describe the entire route, i.e. where you went from and to and what means of transport you chose.
    – Click on Add button (on the left between the waypoints) or on Add another waypoint (in the middle under the Route section) to add more route segments.
    – Click on :Koš_ikona: (right) to delete a section of the route.
    – When travelling abroad, you can click on +add a crossing to select the date and time of the border crossing.
  4. Additional information – fill in the cost centre and project, or select fellow travellers from the list of users.
    Additional information
  5. Meals – tick the days when you had meals provided.
    Meals on board
  6. Expenses – click on

    Add an existing expense


    , tick
    v
    list
    open
    In the list of open expenditures
    those relating to the business trip
    and select

    Add selected.

    If it is a cash expense and not yet created, click on

    Create new expense,

    enter the required fields, attach the receipt and


    Save

    . If you attach the wrong expense, you can delete it by clicking the cross to the right of the amount.

  7. Expense Overview – shows an overview of travel expenses, click on Show Expense Details below the overview to view the details.
  8. Save or Save and send the message for approval.

Creating a Report from an Application

  1. My Finances – Cheques – Applications tab – select Application.
  2. Click the green Create Message button (top right).
  3. Edit as you see it, click Add Existed Expense in the Expenses section, tick the expenses in the list of open expenses that relate to the business trip and select Add Selected.
  4. Save or Save and send the message for approval.

Duplication Messages

  1. Section
    My Finances – Honours
     – bookmark
    News
     – click the Message you want to duplicate.
  2. Click (top right) and select
    Duplicate Message.
  3. Enter the date to which you wish to postpone the duplicated Report and select
    Move date
    .

Frequently asked questions about creating messages for assignment

You can only add co-travellers to an open Application or Report in the Additional Information section by selecting them from the list of users (there can be more than one). Once saved and sent for approval, the same Application/Message is created in their application for all travel companions and sent for approval. However, it is up to each individual to amend the Business Trip Report and add expenses.

  1. In the web app, select My/Team Finance → Cheques.
  2. Click on the green Add Assignment button.
  3. Select whether you wish to enter a Request or Message.
  4. In the section Information about the trip fill in as Traveler the person you want to a receipt to create.
  1. Under My Finances – Treasury – Applications/Reports, click on Application/Report.
  2. Click and select Send copy to other passengers.
  3. Select a user and enter Send copy.
    .
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Creating an Assignment – Application

  1. Section My Finances – Checks – Add a check (top middle) – Request.

    A map will appear in the left part of the screen, fill in the right part as follows:

  2. Trip information – enter the name of the trip and the person requesting the trip. You can choose someone other than yourself to complete the application for her/him. The application will appear in the assignment documents for you and the person named in it.
    Information about the trip
  3. Route – describe the entire route, i.e. where you are going from and to and what means of transport you will choose.
    – Click on Add button (on the left between the waypoints) or on Add another waypoint (in the middle under the Route section) to add more route segments.
    – Click on :Koš_ikona: (on the right) to delete the route segment.
    –
    When travelling abroad, you can click on
    +add a crossing
    to select the date and time of the border crossing.

  4. Additional information – fill in the cost centre and project, or select fellow travellers from the list of users.
    Additional information
  5. Meals – tick the days when you have meals provided.
  6. Estimation of other costs – fill in all costs that will be associated with the business trip.
    Remark:
    If you have set to approve assignments up to a certain limit, these     other costs + travel money will count towards the limit.
  7. Advances for travel allowance
    – Choose method of sending money by ticking one of the options.

    – Enter the amount and, in the case of cash, the currency, select the card and the date of the charge if you choose to pay out to a card.

  8. Documents – here you can upload e.g. an invitation or perhaps a written mission letter.
  9. Expense Overview – shows an overview of travel expenses, click on Show Expense Details below the overview to view the details.
  10. Save or Save and submit the request for approval.
  11. If you have entered a travel companion, check the list displayed, untick any that do not match, and then Submit for approval.

Duplication of Application

  1. Section
    My Finances – Honours
     – bookmark
    Applications
     – Click the Application you wish to duplicate.
  2. Click (top right) and select
    Duplicate Request.
  3. Enter the date to which you wish to postpone the duplicated Request and select
    Postpone date
    .

Frequently asked questions about creating assignments (applications)

You can only add co-travellers to an open Application or Report in the Additional Information section by selecting them from the list of users (there can be more than one). Once saved and sent for approval, the same Application/Message is created in their application for all travel companions and sent for approval. However, it is up to each individual to create the Report from the Application and add the expenses to it.

  1. In the web app, select My/Team Finance → Cheques.
  2. Click on the green Add Assignment button.
  3. Select whether you wish to enter a Request or Message.
  4. In the section Information about the trip fill in as Traveler the person you want to a receipt to create.
  1. Secce My Finances – Honours – Applications/Reports click on Application/Message.
  2. Click on and select Send copy to other passengers.
  3. Select the user and type Send copy.

Expense Management

FX and foreign payments

Coming soon

Direct Fidoo

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