Category: Expense management

Posted on

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.
Posted on

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.

Posted on

Export expenditure

Creating an export of expenses

  1. Section Accounting agenda – Export of expenses.
  2. Select Set up filter (right), enter the necessary data and confirm by clicking Filter expenses.
  3. Click Export (bottom right), fill in the name and select Create Export.

Withdrawal of export expenditure

  1. Section Accounting agenda – Export of expenses.
  2. Click on the export you want to download and type Download data.

Deleting the export of expenses

  1. Section Accounting agenda – Export of expenses.
  2. Click on the export you want to delete, type Delete and confirm with the Delete button.

FAQs on exporting expenses

  1. In My/Corporate Finance → Expenses.
  2. Click the Export Expenses arrow button and select With receipts.
  3. A zip file containing the receipts in the format in which they were added to the application is downloaded to your computer.

Keep in mind that the filter settings will affect what data (and receipts) will be downloaded.

Posted on

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.
Posted on

Exporting card transactions

Creating an export of card transactions

  1. Section Accounting agenda – Export of card transactions.
  2. Select the period (top right) and enter Export.
  3. Fill in the name and select Create export.

Withdrawal of card transaction export

  1. Section Accounting agenda – Export of card transactions.
  2. Click on the export you want to download and type Download data.

Deleting the export of card transactions

  1. Section Accounting agenda – Export of card transactions.
  2. Click on the export you want to delete, type Delete and confirm with the Delete button.

Card Transaction Export FAQs

Since the wallet is always one for one currency and employee, you can just use transaction filtering by currency. You can find it in My/Corporate Finance → Cash under the Transactions tab.

Posted on

Fidoo billing and fees

Fidoo account balance

  1. Corporate Finance – Fidoo Account section – click on Fidoo Account and Card Overview.
  2. Enter the date and click on Download PDF.

Export from Fidoo account

Setting up invoice sending

  1. Section
    Settings – Company – Billing
  2. Click

    to activate/deactivate sending invoices by e-mail
  3. Select who will receive the invoice by email by ticking the key role, selecting a user or entering an address and
    Save your changes
    .

Invoices can be found in the Corporate Finance – Invoices and Fees section, where you can download the invoice for the month in PDF format.

Fee statements in the Corporate Finance – Invoices and Fees section, where you can download the statement for the month in PDF format.

The invoiced amount is automatically debited from the Fidoo account at the beginning of the month following the month of invoicing. If your Fidoo account is not sufficient, you will be asked to top up your account by email.

If you have set up the generation of statements (link), you can find them in the Corporate Finance – Fidoo Account section under the Statements tab.

Posted on

Exporting the cessionals

Creating an export of receipts

  1. Section Accounting agenda – Export of receipts.
  2. Select the period (top right) and enter Export.
  3. Fill in the name and select Create export.

Withdrawal of export of assignments

  1. Section Accounting agenda – Export of receipts.
  2. Click on the export you want to download and type Download data.

Deleting export of assignments

  1. Section Accounting agenda – Export of receipts.
  2. Click on the export you want to delete, type Delete and confirm with the Delete button.
Posted on

Changes to settings

  1. Section Settings – Company – Fidoo account.

Click Change settings to make the following changes:

  • collections,
  • notification of the balance on your Fidoo account,
  • generation of automatic Fidoo account statements.
Fidoo account settings
Posted on

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.

Posted on

Export Fidoo account

Creating a Fidoo account export

  1. Section Accounting agenda – Export Fidoo account.
  2. Select the period (top right) and enter Export.
  3. Fill in the name and select Create export.

Download the Fidoo account export

  1. Section Accounting agenda – Export Fidoo account.
  2. Click on the export you want to download and type Download data.

Deleting a Fidoo account export

  1. Section Accounting agenda – Export Fidoo account.
  2. Click on the export you want to delete, type Delete and confirm with the Delete button.

Expense Management

FX and foreign payments

Coming soon

Direct Fidoo

Nastavení cookies

© 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.