Setting up your account for an ERP-ready first export

This guide walks a first-time administrator through the setup that must be completed before your first export. Completing these steps ensures that every transaction leaves SAS Eurobonus Business with the correct general-ledger (G/L) information, so the export lands in your ERP system ready to post — without manual rework.

What this guide covers

• Setting up the balance account under Settings.
• Adding the correct expense account and VAT code to every category.
• Mapping your categories to accounting codes (Swedish examples).
• Adding accounting information to employees for personal expenses.
• Double-checking that everything aligns across SAS Eurobonus Business and your ERP system.

Before you begin

Have the following information from your ERP system to hand before you start. You will enter it during the steps below.

• The account you use as the counter account when bookkeeping expenses made with company cards — your balance account (often a vendor/creditor account for the card issuer).
• The G/L expense account code — and, where relevant, the VAT code — for each spending category.
• The G/L account used to settle employee personal expenses. The same account is used for every employee — individuals are distinguished by their Employee ID.
• Your ERP chart of accounts, so you can confirm each category maps to the right G/L account across both systems.

1.  Settings - Balance account

The balance account is the counter account used when expenses made with company cards are booked. Set this first, as it applies across the account.

1. Go to Settings.
2. Open Balance account.
3. Add the balance account type - this determines how company-card expenses are booked against the balance account.
4. Vendor (Creditor): Use this if the balance account is set up as a vendor/creditor in your ERP, for example the card issuer.
5. G/L account: Use this if the balance account is a general ledger account, for example a card-clearing or settlement account.

Choose the type that matches how the corresponding account is set up in your ERP system.

1. Add the balance account itself (name or number, depending on what your ERP system allows), for example 1940, your card-settlement account.

The value you enter is what appears in the exported file against every company-card expense. Enter the same value your ERP system uses to identify the account.

2.  Categories - Expense accounts & VAT codes

Each category carries the accounting details that determine where its transactions are booked. Every category must be complete before you export.

1. Go to Categories.
2. For each category, add the expense account type — for example, G/L account.
3. Add the expense account (number) — the correct G/L code for that category.
4. Where relevant, add the accounting VAT code for the category.
5. Work through the full list and confirm every category has an expense account applied — none should be left blank.

A note on the VAT code: this is a separate field from the expense account. The expense account is the G/L account shown in the mapping table in Step 3, whereas the VAT code (the momskod) determines how VAT is reported. Eg. In Fortnox the input-VAT codes are MP1 for 25%, MP2 for 12%, and MP3 for 6%, with MF for VAT-free purchases. The correct rate can differ from one expense to the next, so set the VAT code according to your chart of accounts and VAT setup.

3.  Map your categories to accounting codes

Use the table below as a reference when entering expense accounts in Step 2. They are examples that map each category to a suggested account from the BAS-kontoplan (the standard Swedish chart of accounts). Treat them as suggested defaults - always confirm each code against your own chart of accounts and adjust where your setup differs.

Swedish

4.  Employee accounting information (personal expenses)

What counts as a personal expense

Personal expense (personal use of company funds) — a purchase on the company card is marked as personal use of company funds — by either the employee or the expense manager. The employee reimburses the company, so the amount is subtracted from their pay.

The employee account is used as the expense account on the booking, while the balance account stays the company card.

One account for everyone

In SAS Eurobonus Business you set the account under every person. Use the same account for all employees — individuals are distinguished by their Employee ID on each transaction, so a single shared account is all you need. (You can see this in the export example later in this guide.)

Setting up the employee account

1. Go to the People page.
2. Click on an employee's name — a side menu will appear.
3. Go to Accounting.
4. Go to Employee account and enter the employee account (the G/L code) that should be used to settle personal-use charges for that employee.
5. Set the employee's Employee ID — this identifies the person on every exported transaction (shown as MJ and CR in the example export).
6. Repeat for every employee whose expenses may be marked as personal use of company funds.

5.  Double-check alignment across platforms

Finally, before you export, confirm that everything lines up across SAS Eurobonus Business and your ERP system. This is a consistency check, so exported transactions post exactly where you expect.

1. Confirm the balance account matches the counter account in your ERP.
2. Confirm each category's expense account — and VAT code where used — agrees with your ERP chart of accounts.
3. Confirm the employee account aligns with the corresponding account in your ERP.
4. Confirm every category maps to the correct account in your ERP chart of accounts, so nothing is left unmapped.

Example export

To show how this setup pays off, here is what two expenses look like in an export — a regular corporate expense and a personal expense (private use of company funds). The personal expense is highlighted in yellow; what changes between them is the accounting.

The two rows are the same setup seen from different angles; what moves is where the employee account appears. For the corporate expense, the Expense account is the category’s mapped cost account (5830) and the Balance account is the company card. For the personal expense, the Balance account is still the company card, but the Expense account is redirected to the employee account (1610) — the charge is debited to the employee, who owes it back.

So the employee account (1610) shows up in the Expense account column for a personal expense, in place of the category’s cost account. That placement is the signal your ERP uses to settle the amount correctly, and individuals are told apart by their Employee ID — which is why the category and employee setup in the earlier steps has to be right before you export.

Pre-export checklist

Before running your first export, confirm all of the following:

• The balance account type and account are set under Settings.
• Every category has an expense account applied — and a VAT code where relevant — with none left blank.
• Category codes have been checked against your own chart of accounts.
• Every employee whose expenses may be marked as personal has an Employee ID and the employee account set (the same account for all).
• Everything aligns across SAS Eurobonus Business and your ERP system — categories, accounts, VAT codes, and employee accounts.

You're ready to export

Once every item on the checklist is confirmed, your account is set up, and you can start exporting expenses. When an export is complete, download the file Excel or CSV and upload it to your ERP system.