# Welcome Welcome to the Skovik Documentation, and our getting started guide. Navigate the documentation by the table of contents on the left. In this article, you can find frequently visited topics. ## For employees Skovik is built from the ground up to be easy. Most people will find their way without any instructions, but we have put together a quick guide for those who prefer the comfort of an instruction manual. {% content-ref url="/pages/1VBxTG4Umdq2lUcsnhZv" %} [Deutsches Handbuch](/for-employees/deutsches-handbuch) {% endcontent-ref %} {% content-ref url="/pages/TcYJQMmcG8L0RQZRXjo9" %} [English manual](/for-employees/english-manual) {% endcontent-ref %} {% content-ref url="/pages/3KyEyMiVWn5ZIJjU1fbQ" %} [Swedish Manual](/for-employees/swedish-manual) {% endcontent-ref %} ## For reviewers Skovik is intuitive, and as a reviewer of reports, you may use either the Skovik webpage or the mobile app. Most reviewers start approving reports immediately, but we have put together a short guide if you prefer a manual. {% content-ref url="/pages/7qumHYiInwIMS4iGCgjl" %} [Report Approval](/for-reviewers/report-approval) {% endcontent-ref %} ## For finance & HR Skovik is not only built to simplify the expense management process for employees, but Skovik should also make the expense management process more effective for the payroll, finance and HR departments. Here are some articles frequently accessed by payroll, finance and HR personnel. {% content-ref url="/pages/OrUcvCDGR1rrnYfNzNj1" %} [Export Data](/for-finance-and-hr/export-data) {% endcontent-ref %} {% content-ref url="/pages/uNhHpmqvDiIq3UA4tZne" %} [Manage Employees](/for-finance-and-hr/manage-employees) {% endcontent-ref %} ## For IT & developers From a technical perspective, you might want to integrate Skovik into your current IT infrastructure. Skovik customers use various systems, so we have probably heard of your system before. Here are some technical articles that are frequently visited. {% content-ref url="/pages/nNS84jo1GMF71wq91NFH" %} [Single sign-on](/for-it-and-developers/single-sign-on) {% endcontent-ref %} {% content-ref url="/pages/ji2ssMgFZPfHfJ4PZL3H" %} [System Integrations](/for-it-and-developers/system-integrations) {% endcontent-ref %} # Deutsches Handbuch ## Handbuch für die Skovik-Website ### Anmeldung bei Skovik Um dich bei Skovik anzumelden, folge dem Link, den du in deiner Willkommens-E-Mail erhalten hast. Wenn dein Unternehmen Single-Sign-On benutzt, kannst du dich auch ohne die E-Mail über Skovik.com einloggen. Nachdem du dich eingeloggt hast, lade gerne unsere App herunter. Folge dazu den Instruktionen auf der Website oder suche einfach nach „Skovik” im Google Play Store oder iOS App Store. Die App ist nicht zwingend notwendig, aber sie erleichtert dir die Einreichung von Quittungen. ### Bearbeitung deiner Quittungen Du kannst deine Quittungen direkt in der App fotografieren. Um Quittungen von deinem Computer aus hochzuladen, klicke auf das „Plus"-Symbol, und dann auf „Quittung hinzufügen". Wenn du Quittungen per E-Mail erhalten hast, kannst du diese einfach an weiterleiten, und sie werden deinem Konto hinzugefügt. Um eine Quittung zu bearbeiten, klicke auf das Foto. Sobald du auf das Foto geklickt hast, öffnet sich ein neues Fenster, in dem Skovik alle Daten wie Datum, Betrag und Kategorie automatisch von der Quittung liest . Manchmal kann dieser Vorgang ein paar Minuten dauern und wenn du nicht warten willst, kannst du die Daten auch manuell ausfüllen. Eventuell musst du auch selbst noch zusätzliche Infos wie Teilnehmer\*innen oder Projektnummern hinzufügen, oder fehlende Informationen ergänzen. Wenn du fertig bist, klicke auf „**Ausgabe speichern"** und deine Quittung wird im Ausgang angezeigt. {% embed url="" %} Klicke dich durch eine Schritt-für-Schritt-Demo zur Registrierung von Ausgaben in Skovik {% endembed %} ### **Fahrtkosten abrechnen** Um dein Kilometergeld in Skovik abzurechnen, klicke auf das „Plus"-Symbol und dann auf die Option „Neue Fahrtkosten“. Trage im Formular das Datum der Fahrt ein, sowie die Orte, zwischen denen du gereist bist. Du kannst die Option „Hin- und Rückfahrt“ anklicken oder mit der „+"-Taste zusätzliche Stopps hinzufügen. Skovik berechnet dann automatisch die Entfernung zwischen den eingegebenen Orten und zeigt die entsprechende Strecke auf der Karte an. Abhängig von deinem Beschäftigungsland musst du vielleicht noch deinen Fahrzeugtyp oder die Anzahl der Passagiere angeben. Sobald du alle Informationen eingetragen hast, klicke auf **„Fahrtkosten speichern“**, und deine Fahrt wird in deinem Ausgang angezeigt. {% embed url="" %} Klicke dich durch eine Schritt-für-Schritt-Demo zur Registrierung von Fahrten in Skovik {% endembed %} ### Spesen abrechnen Um deine Reise in Skovik einzutragen, klicke auf das „Plus"-Symbol und dann auf die Option „Neue Spesen“. Als erstes gibst du die besuchten Orte ein (klicke auf „Besuch hinzufügen“, wenn du mehrere Orte besucht hast). Im nächsten Schritt gibst du die Start- und Endzeiten an. Wenn dein Unternehmen den CO₂-Fußabdruck berechnet, musst du auch Informationen zu deinem Transportmittel angeben. Klicke auf den „Nächste”-Button, um Informationen zu deiner Verpflegung während der Reise einzugeben: Hast du selbst für Mahlzeiten bezahlt oder wurden diese von deinem Arbeitgeber gedeckt? Im letzten Schritt fügst du den Zweck der Reise und andere Informationen hinzu, die dein Arbeitgeber anfordert. Klicke dann auf **„Spesen speichern“**, und deine Reise wird in deinem Ausgang angezeigt. {% embed url="" %} Klicke dich durch eine Schritt-für-Schritt-Demo zur Registrierung von Tagegeldern in Skovik {% endembed %} ### Abrechnung absenden Die Quittungen, Verpflegungsmehraufwände und Fahrtkosten, die du gespeichert hast, erscheinen automatisch im **Ausgang**. Bitte überprüfe, dass alles stimmt, bevor du auf „Abrechnung absenden“ klickst, um diese zur Genehmigung einzureichen. Du hast dabei auch die Möglichkeit, nur einzelne Belege zur Genehmigung zu senden. Klicke dafür auf „Nur einzelne Positionen“ und wähle die entsprechenden Belege aus. Danach kannst du deine **Abrechnung absenden**. {% embed url="" %} Klicke dich durch eine Schritt-für-Schritt-Demo zum Einreichen eines Berichts in Skovik {% endembed %} ## Handbuch für die App ### Bearbeitung deiner Quittungen Du kannst dich in der App mit den selben Daten wie im Web anmelden. Sobald du dich eingeloggt hast, kannst du über die App deine Quittungen fotografieren.
Wenn du deine Quittungen fotografiert hast, gehe zum Menüpunkt Quittungen. Klicke dann auf die Quittung, die du bearbeiten möchtest.
Skovik erfasst automatisch alle Daten von der Quittung. Wenn Datenpunkte fehlen sollten, oder wenn du z.B. Teilnehmer\*innen oder Projektnummern hinzufügen musst, ergänze diese Infos einfach selbstständig.
Überprüfe noch einmal, ob alles stimmt, und klicke dann auf „**Speichern"**. Deine gespeicherten Quittungen findest du in deinem **Ausgang**. ### Abrechnung absenden Im Ausgang werden dir eventuell Warnungen angezeigt, wenn Datenpunkte fehlen oder etwas falsch ausgefüllt wurde. Klicke auf „Kontrolle”, um diese Warnungen anzuzeigen. Wenn du die Kontrolle abgeschlossen hast, klicke auf **Abrechnung absenden.**
# AirPlus/SEB/First Card Anleitung ## Überblick Unternehmen mit den genannten Firmenkarten können diese in Skovik integrieren. Der Ablauf für die Nutzer ist dabei ähnlich zum generellen Ablauf, der im Handbuch beschrieben wird, mit Ausnahme von ein paar zusätzlichen Schritten, die nachfolgend beschrieben werden. ## Ausgaben mit Transaktionen verknüpfen ### Eine Transaktion mit einem Beleg verknüpfen * Tätige deinen Einkauf mit der integrierten Firmenkarte. Lade anschließend den Beleg wie gewohnt in Skovik hoch. * Skovik ordnet die Transaktion automatisch dem Beleg zu, sobald der Kartenanbieter sie übermittelt hat. Dies kann 1 bis 3 Arbeitstage dauern. Registriere die Ausgabe erst nachdem die Verknüpfung hergestellt wurde. Dies ist für die Buchhaltung wichtig und vereinfacht den Genehmigungsprozess. {% hint style="info" %} Wenn das Unternehmen auch **Transaktionsautorisierungen** in Skovik erhält, wird der Beleg direkt der Kartentransaktion zugeordnet. Damit kannst du bereits vorab die Ausgabe erstellen und im Ausgang speichern. Bitte warte jedoch mit dem Einreichen des Belegs, bis die Bank die Transaktion gebucht/ bestätigt hat. {% endhint %} * Sobald Skovik den Beleg mit der Transaktion verknüpft hat, erscheint auf dem Belegbild ein **Kreditkartensymbol:**
* Alle hochgeladenen und mit Belegen verknüpften Transaktionen findest du unter **Kartenzahlungen -> Verknüpft**. * Transaktionen, die noch nicht mit einem Beleg verknüpft wurden, findest du unter **Kartenzahlungen -> Nicht verknüpft**.\ Du kannst diese noch nicht verknüpften Transaktionen als To-Do-Liste betrachten. Um diese Transaktionen zu verknüpfen, lade zuerst die entsprechenden Belege hoch. Fotografiere dazu den Beleg direkt in der App oder lade ein bereits erstelltes Foto hoch. \ Skovik ordnet den Beleg dann automatisch der passenden Transaktion zu. Falls dies nicht gelingt, klicke in der Übersicht der nicht verknüpften Transaktionen auf **Link**, um die Verknüpfung manuell herzustellen. * Du kannst die Transaktion auch verknüpfen, indem du zuerst auf den Beleg klickst und dann auf den Button **Transaktion hinzufügen**. ### Einen Bericht mit Kartentransaktionen erstellen * Nach der Verknüpfung kannst du den Beleg registrieren und zur Genehmigung einreichen. Hilfe zur Belegregistrierung findest du im folgenden Artikel: {% content-ref url="/pages/1VBxTG4Umdq2lUcsnhZv" %} [Deutsches Handbuch](/for-employees/deutsches-handbuch) {% endcontent-ref %} {% hint style="info" %} Bei Firmenkreditkarten, deren Rechnung das Unternehmen bezahlt, musst du möglicherweise alle Belege einer Rechnung gemeinsam einreichen. Das Unternehmen entscheidet, ob Abrechnungen mit fehlenden Belegen eingereicht werden dürfen. Die Rechnungen findest du unter **Kartenzahlungen -> Rechnungen**. {% endhint %} # English manual ## Introduction The manual on this page applies to all Skovik users. For companies using corporate cards, an additional manual is available. {% content-ref url="/pages/SODoybcjt6brj4MX4qdw" %} [AirPlus/SEB/First Card manual](/for-employees/english-manual/airplus-seb-first-card-manual) {% endcontent-ref %} ## Webpage manual ### Log in to Skovik To log in to Skovik for the first time, follow the link you received in Skovik's welcome email. If your company uses SSO (Single Sign-on), you can log in to [Skovik.com](https://skovik.com/cl/login) without the welcome email. Once you have logged in to the web page, you can download the Skovik mobile app by following the interactive guide on the web page or searching for Skovik in App Store or Google Play. It is optional to use the app, but it makes photographing receipts easier. ### Add receipt and register expense To register an expense in Skovik click the plus button called "Register" and then you can: * Photograph a receipt using the Skovik App, * Send receipts to Skovik via email () or * Upload files from your computer. Once your receipt is in Skovik, we will automatically extract information from the photo and suggest a purchase date, country, currency, total amount, VAT amount and category. Make sure that this information is correct. After the expense is created and saved, you will find it in your **outbox**. {% embed url="" %} Interactive demo on how to register an expense. {% endembed %} ### Register mileage To register a drive in Skovik, click the plus button called "Register" and then the “New mileage” option. In the form, fill out the date of the drive and the destinations you travelled between. You can click the round-trip button or add extra stops with the + -button if applicable. Skovik will calculate the distance and display a likely route on the map. Depending on your country of employment, you might need to enter your vehicle type or whether you had any extra passengers. Once you are done with the entered information, press ‘save mileage’ and your mileage will appear in your **outbox**. {% embed url="" %} Interactive demo on how to register mileage. {% endembed %} {% hint style="info" %} You can add your home and work addresses as favorites, for quicker access. Click [here](/for-employees/favorite-locations) for instruction. {% endhint %} ### Register per diem To register your trip in Skovik, click the plus button called "Register" and then the “New per diem” option. You start by entering your visited locations (click “add visit” if you went to multiple places). In the next step, you will enter the departure and arrival times. If your company calculates carbon footprint, you also need to enter information about mode of transportation. Clicking the next button will take you to the step where you enter your meal information; if you paid yourself, if anything was included or provided by your employer. The final step is to add a purpose and any other custom information your employer is requesting. Click “Save per diem” and your trip will appear in your **outbox**. {% embed url="" %} Interactive demo on how to register per-diem. {% endembed %} ### Submit your report After registering your expenses and trips, you will find them in your **Outbox.** Your Outbox may display warnings in which case you must review these to double check the information. You can see all your warnings by clicking on **Checks**. When satisfied with your report, you can send it for approval by clicking the **Send report** button. {% embed url="" %} Interactive demo on how to submit a report. {% endembed %} ## Mobile app manual ### Log in to the system To log in to the mobile app, use the same details as for logging in on the webpage. You can download the Skovik mobile app by following the interactive guide on the webpage or by searching for Skovik in App Store or Google Play. ### Register your receipts To register an expense in Skovik, start by photographing your receipt with the app:
Once you have photographed your receipt, Skovik will automatically interpret the receipt's information (it takes about 5-10 seconds, depending on your internet connection). To register an expense, click on the receipt you want to register:
After choosing a receipt, the expense form below the picture will automatically be filled in with the receipt's date, country, currency, total amount, VAT amount and category. Make sure that this information is correct. If the expense is handwritten or the picture is blurry, it might take longer for Skovik to interpret the receipt. If this is the case, you can wait, or fill in the form manually.
Press **Save** in the upper right corner to register your receipt. You can now find your receipt in your **Outbox.** ### Send your report for approval After registering your expenses and trips, you can find them in your **Outbox.** Your Outbox may display warnings, in which case you must review these to double check the information. You can see all your warnings by clicking on **Checks.** When satisfied with your report, you can send it for approval by pressing the **Send report** button.
# AirPlus/SEB/First Card manual ## Overview Companies with corporate cards may decide to integrate this with Skovik. The process for the users are similar to the one described in the general manual, but with some minor extra steps explained on this page. ## Connecting expenses to transactions ### Linking a transaction to a receipt * Make your purchase using the linked corporate card. Upload your receipt to Skovik as you usually would. * Skovik will automatically match the transaction with the receipt when the card provider has submitted the transaction (it might take 1-3 business days). Please wait to register your expense until the transaction is linked. This is important for bookkeeping reasons and makes the approval process smoother. {% hint style="info" %} If the company also receives **transaction authorisations** in Skovik, the receipt will be matched directly to the card transaction. You can then create and save the expense in the outbox, but wait to submit the report until the transaction has been booked/confirmed by the bank. {% endhint %} * A **credit card icon** will appear on the receipt image when Skovik has linked a receipt to a transaction:
* To see all transactions that have been uploaded and linked to receipts, go to **Card transactions -> Linked.** * To see all your purchases not yet linked to a receipt, go to **Card transactions -> Unlinked.** \ You can use the unlinked transactions as a to-do list. To link the transactions, you first need to register the corresponding receipts.\ If you haven’t taken a photo of your receipt yet, do so in the app or upload a picture of it. Skovik will automatically match it to the transaction. If the system cannot link your transaction to a receipt, you can do it manually by pressing **Link.** * A transaction can also be linked by clicking on the receipt and then the plus button at the top **Add transaction**. ### Create a report with card transactions * Once you have linked your receipt to a transaction, you may register it and send it for approval. If you need help with how to register a receipt, advice the following article: {% content-ref url="/pages/TcYJQMmcG8L0RQZRXjo9" %} [English manual](/for-employees/english-manual) {% endcontent-ref %} {% hint style="info" %} If you have a corporate credit card where your company is paying the invoice, it might be that you have to submit all receipts linked to an invoice all at once, instead of a few at a time. The company will decide if the system should allow you to send in the report if you have missed registering a receipt. The invoice can be seen under **Card transactions > Invoices.** {% endhint %} # Swedish Manual ## Handbok för webbsidan ### Logga in i systemet Du loggar in på Skovik genom att följa länken i välkomstmejlet och skapa ett lösenord. Om din arbetsplats använder SSO (Single Sign-on) kan du istället logga in direkt utan välkomstmejl. Ladda sedan ner Skoviks mobilapp genom att följa den interaktiva guiden på webbsidan när du loggat in på ditt konto, eller genom att söka på Skovik i App Store eller Google Play. Appen är inte obligatorisk att använda, men det blir enklare att fotografera kvitton till Skovik med hjälp av den. Du kan såklart också göra hela rapporten i mobilappen, se manual längre ner. ### Registrera kvitto och skapa ett utlägg För att skicka in ett kvitto till Skovik kan du: * Fotografera det genom att använda mobilappen * Maila ditt kvitton till * Ladda upp en fil direkt från din dator. Skovik läser sedan av informationen från kvittobilden automatiskt (detta tar ca 5-10 sekunder beroende på internetuppkoppling). Du kan fotografera så många kvitton du vill och låta dem avläsas. För att registrera ett kvitto klickar du på kvittobilden: När du klickat på bilden kommer formuläret till vänster redan vara för-i-fyllt med kvittots information. Kontrollera att denna information stämmer. Om kvittot är handskrivet eller om bilden är otydlig kan det ta längre tid för Skovik att tolka kvittot och formuläret kan då vara tomt. I sådana fall kan du antingen vänta eller välja att manuellt fylla i formuläret. När du klickar på **Spara utlägg** kommer kvittot att registreras. Detta innebär att kvittot hamnar i din **Utkorg.** {% embed url="" %} Interaktiv demo av att registrera ett utlägg {% endembed %} ### Registrera milersättning För att registrera milersättning i Skovik, klicka på plus-knappen och välj sedan alternativet "Ny milersättning". I formuläret fyller du i datumet för din resa och de destinationer du rest mellan. Klicka på knappen för tur och retur eller lägg till extra stopp med + -knappen vid behov. Skovik kommer att beräkna avståndet och visa en trolig resrutt på kartan. Beroende på var du är anställd kan du behöva ange din fordonstyp eller om du hade några extra passagerare. När du fyllt i all informationen, tryck på "spara milersättning" så sparas den till din utkorg. {% embed url="" %} Interaktiv demo av att registrera en milersättning {% endembed %} ### Registrera traktamente För att registrera din resa i Skovik, klicka på plus-knappen och välj sedan alternativet "Nytt traktamente". Du börjar med att ange de destinationer du besökt (klicka på "lägg till resmål" om du har besökt flera platser). I nästa steg anger du dina avgångs- och ankomsttider. Om ditt företag beräknar koldioxidavtryck måste du även ange information om transportsätt. Klicka på “nästa” för att ange din måltidsinformation; om du betalade själv, om något ingick eller tillhandahållits av din arbetsgivare. Det sista steget är att lägga till ett syfte och eventuellt annan information din arbetsgivare efterfrågar. Klicka på "Spara traktamente" så sparas din resa i din utkorg. {% embed url="" %} Interaktiv demo av att registrera ett traktamente {% endembed %} ### **Skicka in rapport för attest** Efter att ha registrerat dina kvitton och resor samlas allt i din **Utkorg.** I utkorgen kan du kontrollera att alla uppgifter stämmer innan du skickar in din rapport för attest. Om systemet misstänker att något är felaktigt i din rapport kommer du upplysas om detta genom en varningssymbol. När du är nöjd med din rapport klickar du på **Skicka rapport**. Det är först nu som rapporten kommer att granskas för godkännande och utbetalning. {% embed url="" %} Interaktiv demo av att skicka in en rapport {% endembed %} ## Handbok för mobilappen ### Logga in i systemet Du loggar in i Skoviks mobilapp med samma uppgifter som du använder för att logga in på webbsidan. Du kan ladda ner mobilappen genom att följa den interaktiva guiden som finns på webbsidan eller genom att söka på Skovik i App Store eller Google Play. ### Registrera kvitton För att registrera ett kvitto i mobilappen behöver du först använda appen för att fotografera det:
När du fotograferat ditt kvitto så kommer Skovik att läsa av informationen på kvittot automatiskt (tar ca 5-10 sekunder beroende på internetuppkoppling). Du kan fotografera alla de kvitton som du tänkt hantera. De fotograferade kvittona samlas under menyn **Kvitton** dit du går när du är redo att registrera dem**:** Klicka sedan på bilden av det kvittot du vill registrera. När du klickat på bilden kommer formuläret nedanför bilden redan vara för-i-fyllt med kvittots information. Kontrollera att denna information stämmer. Om kvittot är handskrivet eller om bilden är otydlig kan det ta längre tid för Skovik att tolka kvittot och formuläret kan då vara tomt. I sådana fall kan du antingen vänta eller välja att manuellt fylla i formuläret. När du klickar på **Spara** i det övre högra hörnet så kommer kvittot att registreras. Detta innebär att kvittot hamnar i din **Utkorg.** Nästa bild dyker upp ifall du har fotograferat flera kvitton. ### Registrera milersättning och traktamente Förutom kvitton kan du även registrera milersättning och traktamente under förutsättning att din organisation använder dessa funktioner. Tryck på **Ny milersättning** respektive **Nytt traktamente**. Liksom dina registrerade utlägg kommer även milersättning och traktamente hamna i utkorgen. ### **Skicka in rapport för attest** Dina registreade kvitton och resor har samlats i din **Utkorg:** I utkorgen kan du se möjliga varningsmeddelanden som kan ombe dig att granska de olika underlagen på nytt. Du kan se alla dina varningar genom att klicka på **Kontroll**. När du är nöjd klickar du på **Skicka rapport**. # AirPlus/SEB/First Card manual ## Översikt Företag med företagskort kan välja att integrera dem med Skovik. Processen att rapportera företagskortskvitton liknar den som beskrivs i den allmänna manualen, men innehåller några extra steg som förklaras på denna sida. ## Koppla utlägg till transaktioner ### Koppla en transaktion till ett kvitto * Gör ditt inköp med det kopplade företagskortet. Ladda upp kvittot i Skovik som vanligt. * Skovik matchar automatiskt transaktionen med kvittot när kortutgivaren har skickat transaktionen. Detta kan ta 1–3 arbetsdagar. Vänta med att registrera utlägget tills transaktionen är kopplad. Det är viktigt för bokföringen och ger ett smidigare godkännandeflöde. {% hint style="info" %} Om företaget även får in **reserverade transaktioner** i Skovik kommer kvittot att matchas direkt mot korttransaktionen. Då kan du skapa och spara utlägget i utkorgen, men vänta med att skicka in rapporten tills transaktionen har bokförts/bekräftats av banken. {% endhint %} * En **kreditkortsikon** visas på kvittobilden när Skovik har kopplat ett kvitto till en transaktion:
* Gå till **Kortbetalning → Kopplade** för att se alla transaktioner som har kopplats till kvitton. * Gå till **Kortbetalning → Okopplade** för att se inköp som ännu inte har kopplats till ett kvitto. \ Du kan se de okopplade transaktionerna som en att-göra-lista. För att koppla transaktionerna behöver du först registrera motsvarande kvitton.\ Om du inte fotograferat ditt kvitto än, gör det i appen eller ladda upp en bild av det. Skovik matchar det automatiskt med transaktionen. Om systemet inte kan koppla transaktionen till ett kvitto kan du göra det manuellt genom att välja **Koppla ihop**. * Du kan även koppla en transaktion genom att öppna kvittot och välja plusknappen högst upp, **Lägg till transaktion.** ### Skapa en rapport med korttransaktioner * När du har kopplat kvittot till en transaktion kan du registrera det och skicka det för godkännande. Läs följande artikel om du behöver hjälp med att registrera ett kvitto: {% content-ref url="/pages/3KyEyMiVWn5ZIJjU1fbQ" %} [Swedish Manual](/for-employees/swedish-manual) {% endcontent-ref %} {% hint style="info" %} Om företaget betalar fakturan för ditt företagskort kan du behöva skicka in alla kvitton som är kopplade till en faktura samtidigt. Företaget bestämmer om du kan skicka in rapporten när ett kvitto saknar registrering. Fakturan visas under **Kortbetalning → Fakturor**. {% endhint %} # Append Multiple Receipts ### Overview This feature may be used when: * Having to include both the receipt and the receipt slip. * Having to add supporting documents by request from the payroll team, i.e., having to attach a receipt picture instead or in addition to a payment confirmation. {% hint style="info" %} Please note: This feature is only available on the desktop version and not in the mobile app. To add an attachment from the app, see article **Add attachments**. {% endhint %} ### **Append multiple receipts** * Upload the first picture or attachment to Skovik as you would normally. * Press the button with three dots on the receipt picture, and click **Add photos**.
# Add attachments ### Overview This feature may be used when: * Having to attach an additional attachment in conjunction with a receipt, i.e., an agenda, or a document provided by the employer. * Having to attach an itinerary to a per diem. * Having to attach a driving journal to a mileage.
{% hint style="info" %} This feature has to be activated by the Skovik support. Reach out to to request activation. {% endhint %} ### Add your attachment * On your expense or trip, see the **Add attachment** button at the bottom of the main item. * Press the plus button and drag and drop or upload files. Formats that can be added are for example .xlsx, .txt, .pdf, and .docx.
# Bulk Upload Attendees ## Overview When uploading entertainment receipts to Skovik, you must fill in the attendees' names and companies. You can either do this manually or bulk upload attendees from an Excel if there were many attendees. ## Bulk upload attendees To the right of the list of attendees, there is an upload icon. Press this icon to open the pop-up for bulk-uploading attendees. To bulk upload attendees, copy the information from an Excel sheet into the assigned field. The Excel has to have the following format: | A | B | C | D | | :------------: | :-------: | :-: | :-: | | Anna Andersson | Company A | | | | Boris Boyle | Company A | | | | Charlie Chen | Company B | | | {% hint style="danger" %} Skovik automatically categorises the expense as internal or external entertainment based on the attendees list. It is therefore essential that internal attendees are assigned to a company name that is stated in the pop-up. Otherwise, the entertainment will be classified as external. {% endhint %} # Invalid receipt or invoice Uploaded receipts are automatically analyzed to determine if it is a valid proof of purchase (a receipt or an invoice). If we suspect that the uploaded document is not a valid proof of purchase a warning is shown next to it, along with the document type we think it is and an explanation on why it probably is not a valid proof of purchase. ### Three examples Rules around what constitutes a valid proof of purchase may differ between countries, but here are three examples of documents that rarely will be considered valid. #### Shipping confirmation Shipping confirmations are often sent after a purchase, and contain package tracking and delivery details. Those are usually not a valid proof of purchase. #### Transaction statement Transaction statements from a bank may contain some information about a purchase, but there is no details about the seller, the items bought and timestamps may be off. In short, it's generally not seen as a valid proof of purchase. #### Event ticket Event tickets, for example a concert or sports game, contain information about the event, but usually does not contain all the required details for a valid receipt. # Favorite locations For quicker access to places you visit frequently, you can save up to two locations as favorites. To save your address/es, go to **Settings - Locations** and add addresses as your Home and Work locations.
These will appear as the first suggestions in the location list when you start typing an address (just type any character in the search field for them to show). # Multiple mileages For quicker registration of multiple mileages on the same route, you can either register multiple dates or copy information from previously registered mileage. ### Multiple dates If you have driven the same route on several days, go to the **Multiple dates** tab instead of Single date when registering mileage. There, you can choose several dates from the calendar:
Each selected date will create a separate mileage in your outbox. {% hint style="info" %} Please note: This feature is only available on the webpage and not in the mobile app. {% endhint %} ### Prefill from recent If you have driven the same route as recently registered, you can use **Prefill from recent** option. There you can choose one from the last 5 mileages you have registered:
Click "Prefill" for the chosen mileage and Skovik will fill in the details. # Forward email receipts Receipts for online purchases are often received via email. Collect your receipts in Skovik by forwarding them to . When forwarding receipts, they must be sent from either your **primary email**, your **unique email** or one of your **additional registered email** addresses. {% hint style="warning" %} Avoid double-forwarding emails (e.g. forwarding from one of your addresses to another and then to Skovik), as this may cause issues with uploading. {% endhint %} ### Primary email address Your primary email is used for login and to receive notifications from us. This address is set by your administrator and cannot be changed. ### Unique email address Each user account in Skovik has a dedicated and unique email address linked to it. This address can be used, for example, when: * you want to configure an internet service to send receipts straight to Skovik * you want to forward an email receipt from an address that is not registered as an extra address in your Skovik account To find your unique email address is, go to **Settings** > **Emails**. You will find it under the section **Sending email receipts to Skovik from an address you don’t control?** Just copy it and use when needed. ### Extra email address You can add additional email addresses so that Skovik can recognize receipts sent from addresses other than your primary one. To do this, go to **Settings** > **Emails** and click on **Add an extra address.** Once the extra address is registered in Skovik, you will be able to forward emails sent to it directly to , and they will be uploaded to your account. # Report in previous branch When employees are moved between branches, it’s important to make sure all expenses, drives, and trips tied to their old branch are reported correctly. This is especially critical for company card transactions, which often appear in Skovik a day or two after the purchase date — potentially after a user has already been moved to a new branch. To help with this, users can now access and report items in their previous branch for a limited time. ### 3-Month access to previous branch When a user is moved to a new branch they will be able to still access their old branch for **three months**. A notification on the front page will inform about this, along with information on when access will be removed. ### Branch selection on registerables Each registerable page (expenses, drives, trips) includes a **branch selector** in the upper right corner in case you have been moved between branches the previous three months. This allows you to choose which branch the item belongs to. The list of attachable transactions will update depending on the selected branch.
{% hint style="warning" %} A transaction is locked to the branch in which the purchase was made (the branch the card is connected to) and can not be moved. Once an item is saved to the outbox, it is saved to the branch chosen when registering, and can not be moved. {% endhint %} ### Outbox view The **outbox** shows the selected branch and will show registerables based on that selection. It also determines which branch the report will be submitted to. You can choose which branch outbox to look at, by toggling the branch selector in the upper right corner.
Clicking the “Read more” link opens a page showing an overview of previous branches as well as their expiration dates. ### Mobile Branch selection can also be done in the app. Make sure you have the latest app version.
{% hint style="warning" %} A user can be moved maximum 5 times per month, and will then be locked from moving more until 30 days have passed since the first branch switch {% endhint %} # Away Mode ## Overview If you want to disconnect for a while (vacation, parental leave, or similar), you can use the away mode to delegate the review and approval of Skovik reports to a colleague. Note that away mode only applies when you, as an individual, are assigned to review a particular report. If you review reports as part of a group, your stand-in won't replace your group membership. Instead, the person approving in your place has to be added to the group in question. {% hint style="info" %} This feature has to be activated by the Skovik support. Reach out to to request activation. {% endhint %} ## Delegate reports to a colleague * Go to **Settings -> Away mode.** * Choose a colleague and set the duration. * For this duration, new reports that require your approval will be sent to the chosen colleague instead. You should choose a person suited to review reports in your place. {% hint style="warning" %} Remember to clear any reports pending review before you leave. Only new reports will be reassigned, and existing reports are not affected. {% endhint %} # Report Approval ## Overview Once an employee has sent their report, it will go through one or several *review steps*. At each step, an individual or a group will review the report. At each step, the reviewer can take any of the following actions. ## Actions for reviewers ### Finding reports to review You will receive an automated email with a link when you have a report to review in Skovik. Follow the link or locate the **Review** section in the Skovik app, to see all reports awaiting your review. ### Approving or declining a report You may review the items in the report separately to ensure the information is correct. Once you have reviewed the report, you can either **Approve** it or **Decline** it. When you approve the report, it will either be sent to the next person in the approval chain or be marked as approved (if you are the last reviewer). If you find any errors in the report, you should decline it. When declining a report, you can either decline the entire report or only specific items. To do so, press **-> decline only some items** and tick the boxes on the expenses and trips that should be sent back to the employee**.** ### Skip, replace or add a reviewer Depending on your plan, your company may have the ability to make changes in the approval chain of a specific report. More specifically, you can then add, replace or skip reviewers. To edit the approval chain on a specific report, use **Change reviewers** next to the approval chain. Skipping reviewers may be helpful if a report is stuck because an employee is away for an extended period. You can also add an additional reviewer if you want a colleague to take a look at it. If a colleague has a planned leave, we recommend using the [Away Mode](/for-reviewers/away-mode), which will automatically delegate approval to someone else for a specific duration. {% hint style="info" %} The ability to add, replace, or skip a reviewer depends on your Skovik role. Only employees with an Admin, Finance or Report manager role can skip reviewers. {% endhint %} ### Edit reports in the review stage By default, a reviewer cannot make changes to a report. However, selected approval steps can be configured such that those reviewing within that step also have edit rights to that report (while reviewing it). # Approval Chain ## Overview In Skovik, it is possible to set up an approval chain consisting of one or multiple levels of approval. These steps are either a **superior step, group step** or **custom field step.** {% tabs %} {% tab title="Superior step" %} A **superior step** means the employee's line manager approves the report. The manager is responsible for the approval, and only the manager can approve the report (unless the report is delegated elsewhere). {% endtab %} {% tab title="Group step" %} A **group step** means that a group of people (i.e., the payroll department) is responsible for approving the report. The report will end up in all group members' review queues, but only one member must approve it. {% endtab %} {% tab title="Custom field step" %} A **custom field step** means the approval chain will change dynamically depending on the custom field owner. The report will be sent to the responsible manager of i.e. a cost center or project. This type of step is used when implementing project based or cost center based approval. {% endtab %} {% endtabs %} ## Edit the approval chain ### Change the approval chain * Go to **Settings --> Approval Chain.** * Add additional steps by pressing the **Add approval step** button. * If not working, contact . ### Add or change a superior * Go to **Settings --> Employees.** * Find the employee who shall receive a new superior. * Press **Edit** and either add or change the superior. {% hint style="info" %} Superiors may approve expenses in all branches in Skovik. The superior and the employee can therefore be assigned to different branches. {% endhint %} ### Add or change members of a group * Go to **Settings --> Groups.** * Open the group that is currently approving the reports. * Add a group member by pressing the **Add** button. ## Customised approval chain In addition to the approval step types described above, other adjustments can also be made to the approval chain to meet your needs. This is made per company and configured by the support or your CSM at Skovik. These steps may be triggered depending on the content in a report, expense or user. The sky is the limit but here follows some examples: * If a user's superior was an attendee for an entertainment receipt, the superior's superior should replace the superior as an approver. * If the amount on an expense is above X EUR, an extra approval step should be added. * If the expense is older than X days, an extra approval step should be added. * If the amount on a report is lower than X EUR, an approval step should be skipped. * If an expense is of a specific category, a specific group should approve it. * All mileages should be approved by group 1, but all expenses should be approved by group 2. {% hint style="info" %} Adding advanced policies might be out of scope depending on your customer segment and payment plan. Reach out to to inquire if this is available for your company. {% endhint %} # Calculation engine This company wide setting is only visible to full admins ### General Skovik regularly make changes to improve our system, by adding new functionality or making adjustments to calculations. Some changes may need customers to adapt by informing employees, change processes or align with internal bookkeeping functions. To avoid breaking your workflow, changes will not be applied immediately. Each new version will be named by the date it is released. For the next twelve months, that new version is available as an optional upgrade, so you can choose when to apply it. After twelve months, if it still hasn't been adopted, your account will be upgraded to that version automatically. {% hint style="warning" %} When upgrading the calculation engine, you choose a new version which you want to upgrade to. All changes **between your current version and that new version will be added**, so it is important to read information in the change log. {% endhint %} ### Examples * **Adding support regulation in a country that isn't supported today;** *S*ay we'd add support for per-diem in Fiji, we want to give customers a chance to review impact and update any manual workflows first. * **Changes to export formats;** for example adding a column to a tabular format (CSV or Excel), since this may break scripts or Excel-formulas based on such files. * **Adding a new type of meal benefit in a country;** since this may require alignment with bookkeeping or payroll software. * **Dropping support for deprecated functionality;** for example if an old export format has been replaced with a new analytics feature covering the same data, but in a new shape. ### Upgrade your calculation engine When you have read through the version notes and made any necessary changes or preparations, you click **prepare upgrade**. You will then be able to choose which version to upgrade to, and click "upgrade" to confirm. {% hint style="warning" %} When the calculation engine has been upgraded to a new version, you can not roll it back. {% endhint %} ### Yearly regulation updates are out of scope Most countries will have annual updates to per-diem rates and other tax rates. Such regular and expected rates changes are not part of the versioning, because they won't break any backwards compatibility. Put differently, for expected changes such as new per-diem rates, you don't have to do anything to get them in your Skovik account. # Categories ## Overview When adding a receipt to Skovik, Skovik will categorize the receipt into one of several pre-determined expense categories. The list of expense categories must be set up correctly for the bookkeeping to be correct and the user experience to be intuitive. The list of categories can be edited by the Skovik support or an employee with the Admin or Finance role. Each category will be assigned a bookkeeping account and a payroll code if necessary. ## Add categories 1. Go to **Settings** 2. Choose a branch and click **Categories** 3. Click **Create category** and fill in the relevant fields
DefinitionDescription
NameName of the expense category in Skovik
Rule keyUsed by Skovik support when writing rules. You can always use the Skovik suggested rule key
AccountG/L account
Payroll codePayroll code in your payroll software. Not mandatory to add
InstructionThe instruction will be displayed in the expense form to aid the employee
AttendeesMark this checkbox to allow employees to add attendees
PurposeMark this checkbox to make purpose mandatory
## Edit categories You will find an edit button on each category, which you can use if you need to do the following: * Add a payroll code * Make it mandatory to fill out attendees or purpose * Edit the name, account or payroll code {% hint style="warning" %} If the implementation team has set up your account at Skovik, some categories might have settings in the background that will stop working if the accounts or payroll codes are changed. If you need clarification, you can always contact the support team. {% endhint %} # Delegate Access ## Overview An employee with admin access can assign assistants to employees in Skovik. An assistant will have full access to the other account, allowing them to submit reports, review reports and make changes as if they were the other person. It is common to use this feature for personal assistants who are helping their managers with their expenses. It is also a good tool when troubleshooting Skovik, as an admin may log into an account and see the potential issue themselves. {% hint style="info" %} This feature has to be activated by the Skovik support. Reach out to to request activation. {% endhint %} ## Delegate access to an employee * Go to **Settings** -> **Employees** -> an individual employee. * Add another person, or yourself, as the assistant for the chosen employee. * The person chosen as the assistant can now change account. The user clicks on their name and chooses **Switch Person** in the tiny popup. # Deadlines ## Overview To ensure that employees submit, and approvers approve their reports regularly and in time for the payouts, Skovik offers you to configure reminders and **Deadlines**. This gives transparency to the employees regarding when their expenses has to be submitted in order to receive a reimbursement. Different deadlines can be set for different branches if the payout period differs. ## Deadline for submitting reports Deadlines for *submitting* reports are sent to any user that: * Has something registered in their **outbox** * Has a **returned report** that should be resent or deleted * Has a detached **receipt** under the receipts tab * Has an unlinked corporate **card transaction** The email will specify what kind of item the reminder refers to, and when it should be submitted in order for the employee to receive reimbursement in time. If the user does not take any actions, they can still submit their items at a later point of time, but the user will know that they might have to wait longer for the payout. ## Deadline for approving reports Deadlines for *approving* reports are sent to any user that has something in their **Review** tab. This email lets you know when the waiting reports should be approved at the latest. ## Set up recurring deadlines Only administrators can set up deadlines. This is done under **Settings** -> **Recurring deadlines -> Create recurring deadlines**. This will make a popup appear, where the deadline date is added. You then choose how many days before the deadline the reminder should be sent. You can choose to send reminders both for submitting reports and for reviewing reports. ## Edit specific deadline Only administrators can edit deadlines. This is done under **Settings -> Deadlines**, where there is an overview of deadlines and reminders. For reminders that are not yet sent, you will see an **edit** button, which you press if the deadline should be sent on a different date. This might be applicable around Christmas or during summer vacation times, where the reimbursement might not be done on the same dates as usual. # Employee Roles ## Overview In Skovik, employees can be given different roles based on what different menus and settings within the system they should have access to. ## Employee roles ### Admin An admin has full access to the account. This includes changing company and bookkeeping settings, managing employees (including changing roles and adding assistants), viewing all reports, exporting data, and handling billing. ### Finance An employee assigned the finance role is allowed to change bookkeeping settings, view all reports and export data. ### Analyst Analysts are allowed to view company data across all branches. This includes the analytics tool, all reports and transactions, as well as branch setup, employees, groups and deadlines. This role can be combined with the finance role or any of the branch specific roles (Employee administrator, Report Manager, Exporter). ### Employee administrator Employee administrators can add, update, and archive employees but cannot change their roles or add assistants. They can also trigger welcome emails to new employees. This role can be combined with other roles and can be limited to only some branches. ### Report manager Report managers are allowed to view, as well as delete and restore reports. They may also add, substitute or skip approval steps on individual reports where applicable. This role can be combined with other roles and can be limited to only some branches. ### Exporter An exporter can view the export history and generate new exports. This role can be combined with other roles and can be limited to only some branches. ## Edit an employee's role To edit an employee's role you do this as explained in the following article. Please note that only administrators can give employees new roles. {% content-ref url="/pages/uNhHpmqvDiIq3UA4tZne" %} [Manage Employees](/for-finance-and-hr/manage-employees) {% endcontent-ref %} # Export Data ## Overview Users with the Admin, Finance or Export role can extract all of the information from Skovik by creating export orders. These export orders can then be used for internal audits or when transferring data between different systems. ## Creating an export * Go to **Export** in the left-hand menu * Fill in the form on the page. * For information regarding export formats for a specific payroll or ERP system, look at the table of contents * Press the blue **Export** button. * Download the recently created file under the headline **Your recent exports**. {% hint style="info" %} If you need to create multiple exports simultaneously, it is faster to create them individually {% endhint %} ## Tips for the export process When exporting information, we recommend creating export orders without any overlapping or missing dates. You can ensure this process by using the **History** tab at the top of the export page.
Example 1 Company A has to book their expenses on the 4th of May. Company A will therefore pull their export order on the morning of the 4th. Looking at the **History** tab, the last export contained the period *the* *1st of Mars 2022 - the 3rd of April 2022.* Company A should therefore pull the report for the period from *the 4th of April 2022 - the 3rd of May 2022.* #### When pulling a report, the end date should never be the same as today's date. Otherwise, additional reports can be approved after you have exported the information from Skovik.
Example 2 Company B hasn't had any activity during the summer holidays. The finance department has therefore not exported anything in a very long time. Company B wants to book all their expenses for the summer the 10th of September (Today's date). Looking at the **History** tab, the last export contained the period *the* 26th *of April 2022 - the 28th of May 2022.* Company B should therefore pull the report for the period *the 29th of May 2022 - the 9th of September 2022.* #### When pulling a report, the end date should never be the same as today's date. Otherwise, additional reports can be approved after you have exported the information from Skovik.
## Export templates If you need to change many settings when creating the export order, i.e., by changing what should be included in the export or want the format to be pre-filled, you can ask Skovik support to activate the export templates feature. You can read more about export templates here: {% content-ref url="/pages/IVPHBRiF6cnaiMVoSiXW" %} [Export Templates](/for-finance-and-hr/export-templates) {% endcontent-ref %} # Agda \[SWE] ## Specifik information om Agda formatet För att importera utlägg från Skovik till Agda kommer det behövas två filer. Inledningsvis kommer det att behövas en s.k. INL fil eller beskrivningsfil som laddas upp i Agda. Detta behöver endast göras första gången och om ni behöver hjälp med detta kan ni kontakta Skoviks support. Utöver INL filen krävs det även en fil som innehåller alla utlägg och resor. Denna filen kommer ni plocka ut från Skovik löpande (vanligen månadsvis). ## Exportera en Agda fil * Gå till **Export** * Fyll i formuläret på sidan enligt nedan angivna steg
RubrikFörklaring
Division*Om ditt bolag har flera divisioner behöver du välja för vilken division du vill exportera data för
FormatHär väljer ni formatet Agda
Från/TillHär väljer ni ett datumintervall över vilka rapporter ni vill exportera. Använd er av fliken Historik för att försäkra er om att det inte finns några överlappande datum
InkluderadeHär väljer ni vilken information rapporten ska innehålla. Det vanligaste är att ta ut en rapport med all information
Från bokföringDenna funktion ska alltid vara aktiverad. Om ni glömmer att aktivera den kommer bokföringskonton att saknas i filen och momsen kommer ej att separeras
* Klicka på den blåa **Exportera** knappen * Ladda ner filen som nyss skapades. Du hittar den under rubriken **Dina senaste exporter**. * Ladda upp filen i Agdas inläsningsmodul För tips hur du ska tänka vid exporttillfället se denna artikeln: {% content-ref url="/pages/OrUcvCDGR1rrnYfNzNj1" %} [Export Data](/for-finance-and-hr/export-data) {% endcontent-ref %} # Crona Lön \[SWE] ## Specifik information om Crona Vid filöverföring till Crona används formatet som kallas **PaXML**. Det här formatet innehåller inga lönearter utan inläsningen sker istället via så kallade **lönekoder.** Dessa lönekoder måste läggas upp i Crona och kopplas till lönearten som utlägget eller resan ska läsas in på. Följande Lönekoder kan kommas att skickas från Skovik och behöver därför läggas upp i Crona.
Lönekoder i Crona #### Kilometerersättning Km-ersättning, egen bil: MILPRI\_FRI\ Skattepliktig km-ersättning, egen bil: MILPRI\_SKT\ Km-ersättning, tjänstebil: MILFTG\_FRI\ Skattepliktig km-ersättning, tjänstebil: MILFTG\_SKT\ Km-ersättning, tjänstebil diesel: MILDIS\_FRI\ Skattepliktig km-ersättning, tjänstebil diesel: MILDIS\_SKT #### Traktamente Skattefritt traktamente inrikes: INR\_FRI\ Skattepliktigt traktamente inrikes: INR\_SKT\ Skattefritt traktamente utrikes: UTR\_FRI\ Skattepliktigt traktamente utrikes: UTR\_SKT\ Kostförmån: MATFRM #### Utlägg Utlägg finns under lönekoden: UTLÄGG
## Exportera en PaXML fil * Gå till **Export** * Fyll i formuläret på sidan enligt nedan angivna steg
RubrikFörklaring
Division*Om ditt bolag har flera divisioner behöver du välja för vilken division du vill exportera data för
FormatHär väljer ni formatet PaXML
Från/TillHär väljer ni ett datumintervall över vilka rapporter ni vill exportera. Använd er av fliken Historik för att försäkra er om att det inte finns några överlappande datum
InkluderadeHär väljer ni vilken information rapporten ska innehålla. Det vanligaste är att ta ut en rapport med all information
Inkludera 'Varugrupp'Denna ruta ska ej vara ifylld
För FortnoxDenna ruta ska ej vara ifylld
* Klicka på den blåa **Exportera** knappen * Ladda ner filen som nyss skapades. Du hittar den under rubriken **Dina senaste exporter** * Läs in filen i Crona För tips hur du ska tänka vid exporttillfället se denna artikeln: {% content-ref url="/pages/OrUcvCDGR1rrnYfNzNj1" %} [Export Data](/for-finance-and-hr/export-data) {% endcontent-ref %} ## Felsökning Nedan följer lite tips vad du kan göra för att felsöka om filen inte läses in korrekt. Om du behöver mer hjälp kan du kontakta
Transaktionerna i filen läses inte in Detta beror troligtvis på att det saknas lönekoder i Crona. Kontrollera att lönekoderna som finns i första stycket i denna artikeln är uppsatta.
Saknar vissa anställdas rapporter Dubbelkolla att alla anställda i Skovik har fått ett anställningsnummer. Detta ser du enklast genom att gå till **Export** och exportera formatet **Användare.** Om alla anställda har ett anställningsnummer kontrollera även att dessa stämmer överens med anställningsnumren i Crona.
# Fortnox Lön \[SWE] ## Specifik information om Fortnox Lön Vid filöverföring till Fortnox lön används formatet som kallas PaXML. Det här formatet innehåller inga lönearter utan inläsningen sker istället med hjälp av bokföringskontot som finns i Skovik. Dessa bokföringskonton måste läggas upp i Fortnox och kopplas till en så kallad varugrupp om utlägget och resan ska kunna läsas in. Längst ner i denna artikel finns en felsökningsguide samt en guide för hur Fortnox konfigureras för inläsning av PaXML filer. ## Exportera en PaXML fil * Gå till **Export** * Fyll i formuläret på sidan enligt nedan angivna steg
RubrikFörklaring
Division*Om ditt bolag har flera divisioner behöver du välja för vilken division du vill exportera data för
FormatHär väljer ni formatet PaXML
Från/TillHär väljer ni ett datumintervall över vilka rapporter ni vill exportera. Använd er av fliken Historik för att försäkra er om att det inte finns några överlappande datum
InkluderadeHär väljer ni vilken information rapporten ska innehålla. Det vanligaste är att ta ut en rapport med all information
Inkludera 'Varugrupp'Denna ruta ska vara ifylld
För FortnoxDenna ruta ska ej vara ifylld
* Klicka på den blåa **Exportera** knappen * Ladda ner filen som nyss skapades. Du hittar den under rubriken **Dina skapade exporter**. * Läs in filen i Fortnox genom knappen **Importera löneunderlag** För tips hur du ska tänka vid exporttillfället se denna artikeln: {% content-ref url="/pages/OrUcvCDGR1rrnYfNzNj1" %} [Export Data](/for-finance-and-hr/export-data) {% endcontent-ref %} ## Felsökning
Transaktionerna i filen läses inte in För att PaXML filen ska läsas in korrekt krävs det en del konfigurationer i Fortnox Lön. Se stycket om **Konfigurera Fortnox Lön** i slutet av denna artikeln.
Saknar vissa anställdas rapporter Dubbelkolla att alla anställda i Skovik har fått ett anställningsnummer. Detta ser du enklast genom att gå till **Export** och exportera formatet **Användare.** Om alla anställda har ett anställningsnummer kontrollera även att dessa stämmer överens med anställningsnumren i Fortnox.
Kostnadsställen eller projekt läses inte in För att kostnadsställen eller projekt ska läsas in korrekt krävs det att dessa finns upplagda i Fortnox. Se stycket om **Konfigurera Fortnox Lön** i slutet av denna artikel.
Utlägg efter ett visst datum betalas inte ut I Fortnox Lön finns det en så kallad avvikelseperiod. Om ett utlägg inte omfattas av avvikelseperioden så kommer det betalas ut först på nästa lön. Se stycket **Konfigurera Fortnox Lön** för att se hur du kan ändra avvikelseperioden.
## Konfigurera Fortnox Lön 1. Lägg upp alla kontonummer som finns i Skovik som **utläggstyper** i Fortnox. Detta görs under **Inställningar --> Lön --> Utlägg.** Alla kontonummer ska läggas upp både under rubriken **Kod** och **Kontonummer.** 2. Aktivera sedan de lönearterna som kommer användas, detta görs genom att tillåta lönearterna för kalenderregistrering. Gå till **Inställningar --> Lönearter och koder.** Sök fram lönearterna i listan och markera sedan i **Ja** på **tillåt kalenderregistrering.** OBS: kom ihåg att välja rätt personaltyp, om inläsningen avser tjänstemän måste lönearten för tjänstemän ändras. 3. Vid inläsning av milersättning och traktamente måste dessa lönearter konfigureras. Sök upp lönearterna under **Inställningar --> Lönearter och koder**. Gå sedan till rubriken **Formler** och markera **Ja** på **Använd summa.** Klicka även i **Ja** på **Registrera summa** under rubriken **Registrering.** 4. Om du använder kostnadsställen i Skovik så måste motsvarande kostnadsställen finnas i Fortnox. För att addera kostnadsställen gå till **Inställningar --> Kostnadsställen.** Markera **Ja** på **Aktivera stöd för kostnadsställe.** Registrera sedan dina kostnadsställen för att klicka på **Register - Kostnadsställen.** 5. Slutligen kan även avvikelseperioden i Fortnox behöva ändras. Som standard hamnar utlägg, mil och traktamente med datum som är registrerade i föregående månad på innevarande månadslön. Med andra ord så sträcker sig avvikelseperioden som standard över föregående månad. Utlägg som inte omfattas av avvikelseperioden kommer först betalas ut i samband med nästa löneutbetalning.
Exempel avvikelseperiod Som standard sträcker sig avvikelseperioden över föregående månad. Detta innebär att månadslön Januari 2022 har avvikelseperioden 2021-12-01 till 2021-12-31. Alla utlägg och resor som läses in i Fortnox som har skett efter avvikelseperioden (d.v.s. efter 2022-01-01) kommer inte med på Janurilönen. Dessa utlägg kommer istället först betalas ut på Februarilönen. Detta är ibland ett oönskat beteende. Ponera att du har deadline för inlämning av reseräkningar den 10e i varje månad och vill att anställda ska få ersättning för allting t.o.m. den 10e (som standard skulle den 1-10e inte komma med). I detta fall behöver du ändra på avvikeseperioden så att den börjar den 10e i föregående månad (och inte den 1a).
# Hogia Lön \[SWE] ## Specifik information om Hogia Att importera en fil till Hogia Lön Plus är mycket enkelt då det finns ett färdigt format i Skovik som är anpassat för inläsning till Hogia. {% hint style="warning" %} Notera att du endast kan läsa in filer från Skovik till Hogia Lön Plus {% endhint %} ## Exportera en Hogia Plus fil * Gå till **Export** * Fyll i formuläret på sidan enligt nedan angivna steg
RubrikFörklaring
Division*Om ditt bolag har flera divisioner behöver du välja för vilken division du vill exportera data för
FormatHär väljer ni formatet Hogia Plus
Från/TillHär väljer ni ett datumintervall över vilka rapporter ni vill exportera. Använd er av fliken Historik för att försäkra er om att det inte finns några överlappande datum
InkluderadeHär väljer ni vilken information rapporten ska innehålla. Det vanligaste är att ta ut en rapport med all information
Dimension för projektOm ni använder dimensionen projekt och ni vill få med detta till Hogia, ange det dimensionsvärde som projekt har hos er. Detta är oftast '6' men om du är osäker kan du kontakta support@skovik.com.
Dimension för anställningsnummerObligatoriskt, alltid '7' om du inte manuellt ändrat.
Dimension för kostnadsställeOm ni använder dimensionen kostnadsställe, ange det dimensionsvärde som kostnadsställen har hos er. Detta är oftast '1' men om du är osäker kan du kontakta support@skovik.com.
Dimension för kostnadsenhetOm ni använder dimensionen kostnadsenhet, ange det dimensionsvärde som kostnadsenhet har hos er, annars lämna tomt. Detta är oftast '2' men om du är osäker kan du kontakta support@skovik.com.
* Klicka på den blåa **Exportera** knappen * Ladda ner filen som nyss skapades. Du hittar den under rubriken **Dina senaste exporter**. * Läs in filen i Hogia Lön Plus För tips hur du ska tänka vid exporttillfället se denna artikeln: {% content-ref url="/pages/OrUcvCDGR1rrnYfNzNj1" %} [Export Data](/for-finance-and-hr/export-data) {% endcontent-ref %} # HR-plus \[SWE] ## Specifik information om HR-plus Att importera en fil till HR-plus kan ske på olika sätt beroende på vilken version av HR-plus som ditt företag använder sig av. {% hint style="warning" %} Notera att det endast går att läsa in filer från Skovik till HR-plus 8 {% endhint %} ## Exportera en HR-plus 8 fil * Gå till **Export** * Fyll i formuläret på sidan enligt nedan angivna steg
RubrikFörklaring
Division*Om ditt bolag har flera divisioner behöver du välja för vilken division du vill exportera data för
FormatHär väljer ni formatet HR-plus 8
Från/TillHär väljer ni ett datumintervall över vilka rapporter ni vill exportera. Använd er av fliken Historik för att försäkra er om att det inte finns några överlappande datum
InkluderadeHär väljer ni vilken information rapporten ska innehålla. Det vanligaste är att ta ut en rapport med all information
Posttyp**Obligatorisk information som måste finnas med i filen
Företag**Obligatorisk information som måste finnas med i filen
Enhet**Obligatorisk information som måste finnas med i filen
Dimension för arbetstagarid**Obligatorisk information som måste finnas med i filen
Dimension för anställningsid**Obligatorisk information som måste finnas med i filen
*\*\*Dessa fält är obligatoriska att fylla i och kommer att vara unika per bolag. Kontakta för att få hjälp med att skapa exportmallar. På så sätt slipper ni fylla i informationen vid varje export tillfälle.* * Klicka på den blåa **Exportera** knappen * Ladda ner filen som nyss skapades. Du hittar den under rubriken **Dina senaste exporter**. * Läs in filen i HR-plus 8 För tips hur du ska tänka vid exporttillfället se denna artikeln: {% content-ref url="/pages/OrUcvCDGR1rrnYfNzNj1" %} [Export Data](/for-finance-and-hr/export-data) {% endcontent-ref %} # Kontek \[SWE] ## Specifik information om Kontek Vid filöverföring till Kontek används formatet som kallas **PaXML**. Det här formatet innehåller inga lönearter utan inläsningen sker istället via så kallade **lönekoder.** Dessa lönekoder måste läggas upp i Kontek och kopplas till lönearten som utlägget eller resan ska läsas in på. Följande Lönekoder kan kommas att skickas från Skovik och behöver därför läggas upp i Kontek.
Lönekoder i Kontek #### Kilometerersättning Km-ersättning, egen bil: MILPRI\_FRI\ Skattepliktig km-ersättning, egen bil: MILPRI\_SKT\ Km-ersättning, tjänstebil bensin: MILFTG\_FRI\ Skattepliktig km-ersättning, tjänstebil bensin: MILFTG\_SKT\ Km-ersättning, tjänstebil diesel: MILDIS\_FRI\ Skattepliktig km-ersättning, tjänstebil diesel: MILDIS\_SKT\ Km-ersättning, tjänstebil el: MILEL\_FRI\ Skattepliktig km-ersättning, tjänstebil el: MILEL\_SKT #### Traktamente Skattefritt traktamente inrikes: INR\_FRI\ Skattepliktigt traktamente inrikes: INR\_SKT\ Skattefritt traktamente utrikes: UTR\_FRI\ Skattepliktigt traktamente utrikes: UTR\_SKT\ Kostförmån: MATFRM #### Utlägg Utlägg finns under lönekoden: UTLÄGG
## Exportera en PaXML fil * Gå till **Export** * Fyll i formuläret på sidan enligt nedan angivna steg.
RubrikFörklaring
Division*Om ditt bolag har flera divisioner behöver du välja för vilken division du vill exportera data för
FormatHär väljer ni formatet PaXML
Från/TillHär väljer ni ett datumintervall över vilka rapporter ni vill exportera. Använd er av fliken Historik för att försäkra er om att det inte finns några överlappande datum
InkluderadeHär väljer ni vilken information rapporten ska innehålla. Det vanligaste är att ta ut en rapport med all information
Inkludera 'Varugrupp'Denna ruta ska ej vara ifylld
För FortnoxDenna ruta ska ej vara ifylld
* Klicka på den blåa **Exportera** knappen * Ladda ner filen som nyss skapades. Du hittar den under rubriken **Dina senaste exporter**. * Läs in filen i Kontek För tips hur du ska tänka vid exporttillfället se denna artikeln: {% content-ref url="/pages/OrUcvCDGR1rrnYfNzNj1" %} [Export Data](/for-finance-and-hr/export-data) {% endcontent-ref %} ## Felsökning Nedan följer lite tips vad du kan göra för att felsöka om filen inte läses in korrekt. Om du behöver mer hjälp kan du kontakta
Transaktionerna i filen läses inte in Detta beror troligtvis på att det saknas lönekoder i Kontek. Kontrollera att lönekoderna som finns i första stycket i denna artikeln är uppsatta.
Momsen läses inte in Om utläggen läses in i Kontek, men momsen saknas så beror detta på hur lönearten för utlägg är uppsatt. För att komma runt detta behöver du skapa en ny löneart i Kontek som heter ex "utlägg Skovik".
Saknar vissa anställdas rapporter Dubbelkolla att alla anställda i Skovik har fått ett anställningsnummer. Detta ser du enklast genom att gå till **Export** och exportera formatet **Användare.** Om alla anställda har ett anställningsnummer kontrollera även att dessa stämmer överens med anställningsnumren i Kontek.
Kontek tar inte emot filen Om Kontek inte tar emot filen kan det bero på filens namn. Filen får inte innehålla å, ä, eller ö. Om ditt bolag innehåller en av dessa bokstäver behöver bolaget döpas om i Skovik
# Other Payroll-systems {% hint style="info" %} As many payroll systems are on the market, not all have been included in the Public Docs. If you have any questions regarding a specific payroll software, contact {% endhint %} ## Export process in different countries ### Export process in Sweden In Sweden, it is customary to send files from Skovik to the payroll system as mileage and per diems must be reported to Skatteverket. A bookkeeping file is then sent from the payroll system to the ERP system, although it is possible to create a bookkeeping file from Skovik. ### Export process in the Nordics In the Nordic countries (Norway, Finland, Denmark and Iceland), exporting the information to payroll is relatively common. However, companies with subsidiaries in multiple countries prefer to send the data directly to the ERP system in order to ensure a simplified process as you can implement the same process in all subsidiaries. ### Export process in other countries Although it is possible to send files from Skovik to payroll systems in other countries, most customers decide to send them directly to their ERP instead. # D365, AX, Business Central, Navision ## Specific information about Microsoft ERP systems Microsoft has several ERP systems such as D365, AX, Business Central and Navision. As these systems are highly customizable and often integrated by a consultant into a company's IT infrastructure, the general ledger of two companies rarely looks the same. Most Skovik users will therefore need a custom solution to be able to transfer files from Skovik to the ERP system. ## Integrate with Microsoft ERPs Several of our customers have decided to build an integration between Skovik and their Microsoft ERP system. The integration will automatically send approved reports to the ERP system. Find more information about integrations in the following article: {% content-ref url="/pages/ji2ssMgFZPfHfJ4PZL3H" %} [System Integrations](/for-it-and-developers/system-integrations) {% endcontent-ref %} ## File transfer to Microsoft ERPs As the general ledger in the ERP system differs from company to company, you might need help from Skovik's support to ensure a successful file transfer. Some customers will be able to use an already existing bookkeeping file from Skovik, while others, will need an excel module that transforms the data into a data structure that their ERP system may import. ### Use Skovik's pre-existing formats Skovik has two pre-existing bookkeeping formats, one format called **bookkeeping** and one format called **expense transactions.** You can easily export both formats to see if you may import either format directly into your ERP. {% hint style="info" %} If you have a Swedish branch in Skovik and are using either NAV or Business Central, you may also export a **SIE-file** {% endhint %} #### Export a pre-existing format * Go to the **Export** tab in the Skovik menu * Fill in the form by following the below steps:
HeadlineExplanation
Branch*If your company has several branches, choose the one you want to export data from
FormatChoose either Bookkeeping or Expense transactions
From/ToChoose the interval of dates to export. Use the tab called History to ensure that there are no overlapping dates
IncludedChoose which information should be exported. Usually, all data is included
File-typeChoose whether you want a CSV-file, Excel-file, or JSON-file
* Press the blue **Export** button * Download the newly created file. The file can be found below the headline **Your recent exports** * Upload the file to your ERP system For more tips regarding the export, read the following article: {% content-ref url="/pages/OrUcvCDGR1rrnYfNzNj1" %} [Export Data](/for-finance-and-hr/export-data) {% endcontent-ref %} ### Use a custom-made format If Skovik's pre-existing files are not working for your general ledger, Skovik can help you by creating an excel module. The excel module will transform the data from a Skovik-file into a format that matches your general ledger. #### Creation of a custom-made format For Skovik to create an excel module, we would need the import template you can find in your ERP system. Generally, the Skovik-file needs minor modifications to be imported to a Microsoft ERP. However, in case of more extensive changes, it might be easier to build an integration or let an external consultant create a script that transforms the file. #### Export a custom-made format If you use a custom-made format with an excel module, there will always be an instruction in the excel-module itself. For more tips regarding the export, read the following article: {% content-ref url="/pages/OrUcvCDGR1rrnYfNzNj1" %} [Export Data](/for-finance-and-hr/export-data) {% endcontent-ref %} # Fortnox, Visma \[SWE] ## Specifik information om Fortnox och Visma Eftersom både Fortnox och Visma är två svenska system så är det möjligt att importera SIE-filer med bokföringsinformation. {% hint style="info" %} Det finns många olika versioner av Visma system för bokföring. Majoriteten av dem kan läsa in SIE-filer men dubbelkolla gärna detta först. Vid frågor om en specifik version av Visma kontakta {% endhint %} ## Exportera en SIE-fil * Gå till **Export** * Fyll i formuläret på sidan enligt nedan angivna steg
RubrikFörklaring
Division*Om ditt bolag har flera divisioner behöver du välja för vilken division du vill exportera data för
FormatHär väljer ni formatet SIE
Från/TillHär väljer ni ett datumintervall över vilka rapporter ni vill exportera. Använd er av fliken Historik för att försäkra er om att det inte finns några överlappande datum
InkluderadeHär väljer ni vilken information rapporten ska innehålla. Det vanligaste är att ta ut en rapport med all information
* Klicka på den blåa **Exportera** knappen * Ladda ner filen som nyss skapades. Du hittar den under rubriken **Dina senaste exporter** * Läs in filen Fortnox eller Visma För tips hur du ska tänka vid exporttillfället se denna artikeln: {% content-ref url="/pages/OrUcvCDGR1rrnYfNzNj1" %} [Export Data](/for-finance-and-hr/export-data) {% endcontent-ref %} # NetSuite ## Specific information about NetSuite When using Netsuite, you may either upload a CSV file to Netsuite or use the Skovik Suite App, which you can download from the Suite App market in NetSuite. ## Skovik Suite App integration If you want to download the Skovik Suite App, please send your NetSuite ID to . The Skovik support will allow you to download the Suite App and send you all the necessary information for setting up the Suite App. You may also contact Skovik support if you would like to receive a demo of the Skovik Suite App. ## Export a CSV file Instead of using the Skovik Suite App to import expenses and trips directly into your NetSuite environment, it is possible to download a CSV file from Skovik and upload it to NetSuite. However, you will probably need to create an import template in NetSuite the first time around to ensure that the CSV file is read correctly. * Go to the **Export** tab in the Skovik menu * Fill in the form by following the below steps:
HeadlineExplanation
Branch*If your company has several branches, choose the one you want to export data from
FormatChoose either Bookkeeping or Expense transactions
From/ToChoose the interval of dates to export. Use the tab called History to ensure that there are no overlapping dates
IncludedChoose which information should be exported. Usually, all data is included
File-typeChoose the CSV file-type
* Press the blue **Export** button * Download the newly created file. The file can be found below the headline **Your recent exports** * Upload the file to your ERP system For more tips regarding the export, read the following article: {% content-ref url="/pages/OrUcvCDGR1rrnYfNzNj1" %} [Export Data](/for-finance-and-hr/export-data) {% endcontent-ref %} # Other Bookkeeping-systems {% hint style="info" %} As many ERP and bookkeeping systems are on the market, not all have been included in the Public Docs. If you have any questions regarding a specific ERP or bookkeeping system, contact {% endhint %} ## Export process in different countries ### Export process in Sweden In Sweden, it is customary to send files from Skovik to the payroll system as mileage and per diems must be reported to Skatteverket. A bookkeeping file is then sent from the payroll system to the ERP system, although it is possible to create a bookkeeping file from Skovik. If you are unable to send a bookkeeping file from your payroll system contact the Skovik Support and they will help you find the format most suited for your ERP system. ### Export process in other countries In all other countries it is common to export a bookkeeping file directly to the ERP system. Most customers are using the export format called **Bookkeeping** or **Expense transactions** but the Skovik support can help you find the best format for you. # Export Templates ## Overview Some export formats in Skovik have mandatory fields that you must populate with a static value, i.e., company ID. Additionally, exporting expenses to a different system than mileages and per diems is common. Thus you might need to configure an export format which can become tedious. Instead, you may activate export templates and thus create an export order more quickly. ## Activate export templates Contact Skovik support at to activate the feature. The support will also help you with the set-up if it is requested. ## Create export templates To create export templates, you must have the Admin role in Skovik. * Go to **Settings --> Export templates.** * Press **New export template.** * Name your template and choose the export format. * Two additional headlines will pop up: **predefined export options** and **configurable export options**. * Predefined export options are options you decide on once and that will be pre-filled every time you create an export order. * Configurable export options are options you must fill in every time you create the export order. Commonly the dates for the export order will be a configurable option. * Use the arrows on the right-hand side to move an option between the predefined and the configurable menu. ## Use an export template To create an export order using your export template: * Go to **Export --> Templates.** * Choose a branch and export the template. # Handbooks ## Overview Employees with the Admin or Finance role may create, update and remove handbooks within Skovik. The handbooks are visible to the employee both on the webpage and in the app. ## Edit handbooks To add, edit or remove a handbook: * Go to **Settings --> Handbooks.** * If your company has multiple branches, choose the correct branch in the menu. * You can choose to add a handbook for expenses, mileages or per diems. ## Customise handbooks Your company handbooks can be customised using the formatting language Markdown. With Markdown, you can create headlines, lists, horizontal dividers and more.
End resultsExample
Italic textRemember to *always* submit a receipt image
Bold textA receipt **must** be included
Headline 1 # Overview
Headline 2 ## Summary
Insert Links[Link](https://examle.com/page)
Bullet points A list of features in Skovik:
- Expenses
- Mileages
- Per diems
Horizontal dividerInsert three dashes after a section if you want to add a horizontal divider
---
There are additional formatting available with markdown. More details can be found on this [**webpage**](https://commonmark.org/help/). # Manage Custom Fields ## Overview A custom field in Skovik is an additional bookkeeping dimension that can be used to categorize expenses. The most common custom fields are cost center, project, department, country and product. However, there are more custom fields that you can add to Skovik. There are three different types of custom fields in Skovik, text, multiple choice, and boolean. {% tabs %} {% tab title="Text fields" %} Text fields are fields where an empty text field is displayed for the employee. Any value can be entered into this field. This field is often used for Supplier IDs and Employee IDs, as each employee has a different value. If needed, you can lock this field to accept a specific format, such as only numbers or three letters followed by three numbers etc. {% endtab %} {% tab title="Multiple choice fields" %} Multiple choice fields are fields where a list of alternatives is displayed for the employee. This field type is often used for projects and cost centers. An employee with the Admin or Finance role can manage the list of alternatives by adding new values, editing current values and deleting values. It is also possible to assign a default value to each employee. Additionally, you can assign specific alternatives to specific employees by building an integration. {% endtab %} {% tab title="Boolean fields" %} Boolean fields are fields where a checkbox is displayed for the employee. The checkbox is used to mark an expense, i.e., if the expense should be re-invoiced or if it was purchased with a company card. Skovik Support can help you with the configuration if you need a check-box. Usually, the checkbox is connected to a rule which books the cost to a separate G/L account. {% endtab %} {% endtabs %} ## More about custom fields ### Text fields The Skovik support can help you add additional text fields and set up any requirements for that field. To assign a value to an employee (i.e., employee ID), change the value on the employee's personal information in Skovik. The following article explains how you edit personnel information: {% content-ref url="/pages/uNhHpmqvDiIq3UA4tZne" %} [Manage Employees](/for-finance-and-hr/manage-employees) {% endcontent-ref %} ### Multiple choice fields The Skovik support can help you add additional multiple choice fields. However, an employee with the Admin or Finance role may manage the custom field alternatives in Skovik. #### Add custom field values in Skovik * Go to **Settings --> Custom fields.** * Press the button **xx pre-defined values** to the right of the custom field you want to add an alternative to. * Press **Add pre-defined option** in the upper-right corner. #### Edit custom field values in Skovik * Go to **Settings --> Custom fields.** * Press the button **xx pre-defined values** to the right of the custom field you want to add an alternative to. * Press the edit icon to the right of the alternative you want to change. #### Remove custom field values in Skovik * Go to **Settings --> Custom fields.** * Press the button **xx pre-defined values** to the right of the custom field you want to add an alternative to. * Press the delete icon to the right of the alternative you want to change. {% hint style="warning" %} Deleting a custom field value means that the value can not be used in a new report. However, old reports and reports currently in the approval stage will keep the old custom field value. {% endhint %} ### Boolean fields The Skovik support can help you add additional boolean fields and configure any bookkeeping logic connected to that field. Usually, the checkbox should be active on all expenses, and the employee should tick the box when specific parameters are fulfilled (i.e., the purchase should be re-invoiced). In this case, the employee will be prompted with a checkbox on every expense. # Manage Employees ## Overview An employee with the **Admin** or **Personnel** **manager** role can manage employee data within Skovik. An **Admin** or **Personnel** **manager** can add, edit, and archive employees from Skovik. You can read more about different roles in this article: {% content-ref url="/pages/2lPXvaRzqqRvpNxZBCVF" %} [Employee Roles](/for-finance-and-hr/employee-roles) {% endcontent-ref %} ## Automatic synchronisation of employees If your company has hundreds of employees, an integration for user provisioning will make the administration of Skovik easier. A user provisioning automatically sends users to Skovik once they are created, edited or deleted in your HR or ERP system. You can find more information in the following article: {% content-ref url="/pages/ji2ssMgFZPfHfJ4PZL3H" %} [System Integrations](/for-it-and-developers/system-integrations) {% endcontent-ref %} ## Manage employees in Skovik ### Add Employees in Skovik * Go to **Settings --> Employees.** * Use the button **Add employee** at the top-left corner. * Fill in the form and press **Save.** {% hint style="info" %} If you want the user to receive a welcome email, use the button **Send welcome email** at the top right corner {% endhint %} ### Edit Employees in Skovik * Go to **Settings --> Employees.** * Choose the employee to edit from the list of employees or use the search field to open the employee's profile. * Press **Edit** in the upper-right corner to make any changes to the user details.\ \- To change a user's role, click "Change role".\ \- To move a user to another branch, click "Change branch". * Make the changes and press **Save**. {% hint style="info" %} If the user has anything in their outbox when they are moved from one branch to another, the items will be sent in as a report. The report will be sent to the old branch, which the user was in when the items were registered. If any custom fields are used, such as "cost center" or "employee id", these might be emptied when the user is moved to another branch, so remember to add them again. {% endhint %} ### Archive Employees in Skovik * Go to **Settings --> Employees.** * Choose the employee to remove from the list of employees or use the search field to open the employee's profile. * Press **Archive** in the upper-right corner. {% hint style="warning" %} When archiving an employee, the employee will be unable to log into Skovik anymore. An archived user can not be reactivated. Additionally, all unregistered receipts will be sent to the employee's email, and registered receipts will automatically be sent for approval. However, the system will save and display all reports as usual. {% endhint %} # Manage Expenses ## Overview Usually, most expenses are booked to a single expense category and a single cost center etc. However, there might be instances where you need to divide an expense on different categories, cost centers or projects. ## Split expense on multiple categories In cases where you need to divide a receipt on multiple expense categories in Skovik, this is possible by using the plus icon next to the expense category. An additional expense category field will appear below the original one. ## Split expense on multiple cost centers or projects The feature can be used together with any multiple choice custom field. This means you can split expenses on multiple projects, departments, cost centers or any other custom dimension. Split an expense using the split icon next to the custom field. A new pop-up will open where you can use the sliders to allocate the expense to up to five different cost centers. This feature is also compatible with project or cost center based approval, meaning that expenses will be sent automatically to the approving project- or cost center owner. ### Activate the feature To activate the feature, contact # Analytics ## Overview {% hint style="info" %} This is an experimental feature that may contain bugs and, as such, is not yet universally available. Using analytics might be out of scope depending on your customer segment and payment plan. Reach out to to inquire if this is available for your company. {% endhint %} Employees with the **Admin** or **Analyst** role can use the analytics tool to answer questions about their Skovik data. A few examples of questions you can answer are: * How much expenses do we have per month broken down by category? * What's the total value of pending (still not approved) expenses, per employee? * How long time does it take to review a report? * What's the average time from report submission to approval? These are just some examples. Virtually any question that there is data for can be answered. ## Data available In the analytics tool you have access to the last 3 years of your Skovik data. Data is updated daily, a few hours after 00:00 UTC, so you will have access to data with at most 24h delay. For more information about what data is available, please refer to the schema available in the tool. ## Working with the tool In the analytics tool you access data by writing SQL-queries (in the DuckDB dialect). DuckDB is based on PostgreSQL, with some added convenient functions: . There are two main ways to work with the tool, either by doing exploratory analysis or by setting up saved queries you run regularly. ### Saved queries Saved queries are available for you and your colleagues. ### Scheduled queries Saved queries can be scheduled to run weekly or monthly, with the data sent by email and available to download for 90 days. Weekly queries are run on Mondays (they will run on a snapshot containing data including the previous week) and monthly queries are run on the 1st of every month (based on a snapshot containing data including the previous month). # Bookkeeper Access ## Overview Suppose you use Skovik but have outsourced your bookkeeping or payroll to an external party. In that case, the external party might need access to Skovik to review reports or export the payroll and bookkeeping data. Instead of adding these consultants as employees, it is possible to give them a free bookkeeper account which they can use to access your Skovik account. ### Advantages of having a bookkeeper account * The account is free of charge. * The bookkeeper can access all their Skovik customers from the same account. * The bookkeeper will automatically receive Admin rights. ## Set-up Bookkeeper access * Contact Skovik support to connect your bookkeeper account to your customer's account. Your account is connected if you have a light green banner at the top of the page. * Press **list of connected companies** in the light green banner to see your clients. * **Allocated** companies are companies to which you have access to. * Log into a client's account by pressing the **Open company** button. * **All companies** are companies which your bookkeeper firm has access to. # Carbon Footprint Estimates Many businesses want a better grip on their carbon emissions as the data is used for reporting and tracking efforts to reduce emissions. However, they don't want to bury their employees in paperwork and extra processes. Since employees are already registering their travels and purchases in Skovik, we've decided to build CO₂ tracking directly into our product. With no extra effort, Skovik will map out the collective CO₂ emissions from all employee travel and purchases (configurable per category).
CO₂ emissions in different sectors For companies in the service sector, such as consulting, insurance, finance and technology, employee travel constitutes the lion’s share of the emissions. For a typical service company, 80% of all CO₂ emissions stem from employee mobility (flights, taxis, etc.), and the remaining 20% is from office heating, data centers, etc. By activating the Carbon Footprint feature, you will get a comprehensive overview of your carbon footprint by looking only at employee travel. If you add a few easy-to-estimate items, such as electricity, you will have a good grip on the company’s total carbon footprint. As a manufacturing company, CO₂ emissions from employee travel are still essential to the overall footprint. But you’ll need to complement it with an analysis of the value chain (raw materials, transportation, distribution). That said, an excellent first step is often to map out the footprint from employee travel and expenses.
## Overview The carbon footprint feature is divided into a **basic** and **advanced** carbon footprint model. In short, the basic model consists of automatic calculations for taxi trips, mileages and per diems. This feature can be activated with little to no configuration. There is also the option to activate the advanced carbon footprint feature, where you may make CO₂ calculations on all expenses, mileages and per diems. This feature will need more configuration, but you can ensure that your CO₂ tracking aligns with your company's ESG reporting. The estimated CO₂ emission for every report will be displayed in the **accounting journal**. Once a report has been approved, you can export the carbon footprint file, which will summarise all the period's expenses, and you can easily transform the data if needed. ## Basic carbon footprint The basic feature can be activated with little to no configuration and contains estimations for taxi receipts, mileages and per diems. ### Taxi receipts For Skovik to calculate the CO₂ emission on taxi receipts, there has to be a separate expense category for taxi expenses. If so, Skovik will automatically calculate the CO₂ emission when an employee enters a taxi expense. This CO₂ emission is based on the average distance a taxi driver takes you per currency unit and the average CO₂ emission for a typical car. ### Mileages Since the employee already has to enter their driving distance in Skovik to calculate the correct mileage reimbursement, the same driving distance is used to calculate the CO₂ emission. It is also possible to add a field where the employee chooses if they have driven an electric car, as the emission of an electric car differs from a traditional one. ### Per diems When entering per diems, employees must enter the cities they have traveled to. It is not sufficient to enter countries traveled to. When activating the feature, the employee must fill in their mode of transportation in addition to the standard information. This way, Skovik can consider the transportation mode when calculating the CO₂ emissions. {% hint style="info" %} The per diem feature is only available in some countries. If you have questions regarding this, contact . {% endhint %} ## Advanced carbon footprint Skovik support can activate the advanced feature, but it will require configurations as you must assign your own estimated CO₂ emissions on specific expense categories. You must also consider that some trips might be registered as a per diem and a receipt; thus, you must ensure that you do not count the same trip twice. When activating the advanced feature, all components from the basic feature will automatically be activated. However, you may turn them off if needed. When calculating the CO₂ emission on an expense category, you may choose if you want the CO₂ emission to be calculated per currency unit or expense. These settings can be made within **Settings --> Carbon footprint**. ![](/files/rR5NVueEGkx3jtAfGnMD)
CO₂ per expense vs. CO₂ per currency unit When choosing whether to estimate the CO₂ per currency unit or expense, you must consider if the CO₂ emission is a function of the cost or not. For example, a taxi trip's price mainly correlates to the driving distance. A trip that is 100 kilometers will be more expensive than a trip that is 10 kilometers, implying that it is possible to estimate a general CO₂ emission per currency unit. However, when looking at train tickets, the price is more often based on demand. Suppose everyone wants to travel home during Christmas. In that case, the train tickets will increase in price, and popular destinations will be more expensive (disregarding of whether they are near or far away). In this case, estimating a general CO₂ emission per expense might make more sense. No matter the train ticket's price, the estimated CO₂ emission will always be the same.
## Activate carbon footprint estimates To activate the feature, please get in touch with or your Customer Success representative. When activating the feature, you must decide whether you want to activate the basic or the advanced carbon footprint feature. If you are going to activate the advanced feature, you also need to decide on what type of expenses, mileages and per diems you want to calculate the CO₂ emission for. If you are uncertain about anything, Skovik support can answer all of your questions and discuss your options with you. # Company policies Overview In Skovik, it is possible to configure popups to help users follow your company's policies. This can be info-messages, warnings or blockers, and you can choose if it should be visible for everyone, or only for the approvers of a report. {% tabs %} {% tab title="Info" %} Infos are blue messages that pops up in the outbox. This could be for example if you want to alert the user regarding something, but don't want to be too alarming. It might not be something wrong, but rather something you want to clarify. Infos will usually be visible for both the submitting user and the approver, but it can be configured to only be shown for approvers. {% endtab %} {% tab title="Warning" %} A warning is shown as a yellow triangle in the outbox. This could be for example giving a warning if a receipt is old and you want to alert the user that they should report more frequently in the future. When trying to submit a report with a warning, the user will be asked if they are sure all is looking correct before they can confirm to send the report. You can choose if a warning should be shown for both the submitting user and the approvers, or if only approvers should see it. {% endtab %} {% tab title="Blocking" %} A blocking is a red popup in the outbox and an item with a blocking can not be submitted before the error is corrected. This can be used to make sure that a user fills in all relevant data, by for example blocking any expenses with a specific category if purpose is not added. A blocking is always visible to the user, and as it cannot be submitted without the error being corrected, it will not be shown to the approvers. {% endtab %} {% endtabs %} ## Predefined policies Here follows some examples of policies that are available for every customer to add. Reach out to the support to have this feature unlocked. * Mandatory receipt image - Show an info, warning or blocking if an expense is missing a receipt image. * Item age - Define how old an item is allowed to be and trigger a warning or blocking if older. * Weekend activity - Show an info, warning or blocking if an item date is during a weekend day. * Expense amount deviation - Show an info or warning if the amount is changed from what Skovik has predicted. Define maximum deviation in percent that is allowed before the alert is triggered. * High expense amount - Show a warning or blocking if an expense is higher than a by your company defined amount. * Mileage distance deviation - Show an info, warning or blocking if the distance is changed from what Skovik has predicted. Define maximum deviation in percent that is allowed before the alert is triggered. * Exchange rate deviation - Show an info, warning or blocking if the currency exchange rate is changed from what Skovik has predicted. Define maximum deviation in percent that is allowed before the alert is triggered. ## Advanced policies In addition to the more basic policies, your Skovik contact can also add more specific and complex policies. These can include, but are not limited to: * Purchase of items that are not permitted under company policy (e.g. alerts if words like "alcohol" or "tobacco" is detected on the receipt by the system) * Attendance of the approving manager at reported events. * Manual edits to system-extracted data, such as expense amounts, exchange rates, or trip lengths. * Inconsistent VAT rates or improbable VAT amounts on receipts. * Nightly allowances claimed when the company has already covered accommodation costs or other cross checks. {% hint style="info" %} Adding advanced policies might be out of scope depending on your customer segment and payment plan. Reach out to to inquire if this is available for your company. {% endhint %} # Card Integration ## Overview Customers who have AirPlus, SEB or First Card corporate cards for their employees will be able to receive their corporate card transactions to Skovik automatically. Skovik will then connect every transaction to a corresponding receipt. This feature has to be activated by the Skovik support. Reach out to to request activation. {% hint style="info" %} This feature has to be activated by the Skovik support. Reach out to to have a demo and request activation. {% endhint %} If you have another credit card provider than AirPlus, SEB or Nordea you can build an integration yourself, as explained in the following article: {% content-ref url="/pages/ji2ssMgFZPfHfJ4PZL3H" %} [System Integrations](/for-it-and-developers/system-integrations) {% endcontent-ref %} ### Advantages of a credit card integration There are several advantages of integrating Skovik and your credit card provider, such as the following: * You will receive the currency exchange rate used by the credit card provider. * You will quickly see if you have a card transaction that is missing a receipt. * For corporate cards that the company pays, Skovik will automatically connect the receipts to the right credit card invoice. ## Manage invoices and transactions An administrator or person with finance rights in Skovik will be able to see the status of corporate card invoices and every card users transaction. Under **All card payments** in the admin menu, you see the progress of each invoice. If you click on the invoice, you will see what users have transactions in the invoice, and the status of each transaction. ## Additional articles The process for the user is similar to the process without cards. The small differences are explained in the following article. {% content-ref url="/pages/SODoybcjt6brj4MX4qdw" %} [AirPlus/SEB/First Card manual](/for-employees/english-manual/airplus-seb-first-card-manual) {% endcontent-ref %} # Project Based Approval ## Overview This feature enables a more flexible approval chain based on projects, cost centers, etc. For example, a cost center owner might be more suitable to approve the related expenses than the user's superior or the finance team.
Common usage cases This feature is used by companies that frequently work on projects where the project manager shall approve expenses instead of the line manager. Other common cases are: * Cost center-based approval. * Department-based approval. * Market-based approval. * Product-based approval.
## Activate the feature To activate the feature, contact . You can only apply the feature to a multiple-choice custom field. The following article explains how custom fields work in general: {% content-ref url="/pages/DAPLN18kmKZHQaz6GZKi" %} [Manage Custom Fields](/for-finance-and-hr/manage-custom-fields) {% endcontent-ref %} ## Configure project based approval ### Set an owner for each project * Go to **Settings --> Custom fields.** * Press the button **xx Pre-defined values** to the right of the custom field you want to use for your approval chain. * Press the edit button on the right to add an owner. * Search and choose the correct employee in the **Owner** field. This employee will approve expenses and trips booked to the owner's project or custom field value. {% hint style="info" %} If you do not allocate an owner to a project or custom field value, expenses booked to the project will be excluded from the approval step and automatically approved or sent to the next step. {% endhint %} ### Set up the approval step * Go to **Settings --> Approval chain**. * Press **Add approval step** and choose the **Custom field** in the drop-down list for **Type**. * Choose the custom field. * **Save.** {% hint style="warning" %} If you have an integration for custom field values, evaluate if this needs to be adjusted before activating the feature. {% endhint %} # Feature availability New features are made available in one of the following three categories: * Experimental (Exp) * Early Access (EA) * General Availability (GA) Most features will go straight to General Availability (without ever going through the Experimental or Early Access stages). The other stages are only used when rolling out more complex functionality, that require some time to bake properly. ### Experimental (Exp) Experimental features have been internally validated for a set of use cases. Minimal or no documentation is provided and these features are usually only available by invitation. Experimental features may change at any time, and may also be dropped altogether. As a participating customers, you will be expected to help out by providing feedback to Skovik during development. However, due to its experimental state, we cannot guarantee any timeline for addressing issues or bugs. ### Early Access (EA) Early Access is new or enhanced functionality being made available to select customers. Code is tested and will generally work alright, though there will be rough edges and the scope may be limited. Some of these features are enabled by default, but you can always opt to not use them. Support for the overall functionality will not be dropped, though details may change in incompatible ways in a subsequent General Availability release. Any bug fixes or improvements are managed and fixed with the same timeline and process as those in General Availability. If you want to give feedback on a feature in Early Access, use our regular feedback channels. ### General Availability (GA) A feature in General Availability is broadly available. Most new features will go straight to this step, without ever passing through one of the aforementioned phases. While any new feature is more likely to contain bugs compared to features that have been around for several years, we have deemed this ready. Any feature not marked Experimental or Early Access should be considered Generally Available. ### Comparison | Description | Experimental | Early Access | General availability | | ------------- | -------------- | -------------------- | -------------------- | | Stability | May be removed | Will change | Stable | | Availability | By invitation | By default or opt-in | Yes | | Documentation | No | Sometimes | Yes | | Published | No | Usually not | In 'Product updates' | # Audit log ## Overview The Audit log provides a detailed history of events, such as actions or changes, that takes place in your Skovik account. The system logs each event with a name (for example, `user.create` or `report.approve`) to identify the specific type of activity. This enables the tracing of employee activity and system changes throughout your organisation. ### How the audit log helps * *Tracking changes* - see exactly who created, updated, or deleted employees, reports or settings. There is also a dedicated history view on each report providing similar functionality. * *Ensuring transparency* - maintain a clear record of all actions for accountability and compliance. It's common for auditors to require that systems impacting bookkeeping has an immutable record of changes taking place within the system, and the audit log provides this. * *Troubleshooting issues* - find out what happened and when, if something looks incorrect or unexpected. ### When to use the audit log * You need to verify who performed a specific action (for example, who approved or deleted a report). * You want to investigate recent employee or settings changes, such as when a new user was added or a cost center was updated. * You are performing internal audits or compliance checks. * You want to review login sessions to ensure correct access and identify unusual activity. * You need to track exports or integrations (manual or API-based) to ensure data consistency. # Security and Privacy In this article, you can find all useful links to read more about security, privacy and GDPR measures Skovik has taken. ## Security Protecting your data is fundamental to our business. We go to considerable lengths to ensure that the data you store with us is safe. Please find more information on our [security page](https://skovik.com/resources/security/). ## Privacy At Skovik, we care about your personal data and how it is used and shared. We strive only to store the information needed to provide our service, we keep it securely, and for third-party services, we ensure they follow privacy best practices. Please find more information on our [privacy page.](https://skovik.com/legal/privacy/) ## Legal and GDPR The General Data Protection Regulation (GDPR) is a set of EU rules governing how companies handle personal data. It enforces strong security requirements and limits what companies can do with individuals' data. We think it's an eminent advancement in the protection of personal privacy. Please find more information on our [legal page](https://skovik.com/legal/gdpr/). # Single sign-on ## Overview Single Sign-On (SSO) is a mechanism by which you delegate login to a identity provider (IdP). This identity provider will decide what security checks to perform, for example requiring two-factor authentication. Another benefit is that employees can use the same password for many services. For Microsoft Entra ID and Google Workspace we have ready-made integrations, but any identity providers supporting the OpenID-Connect protocol (OIDC) is supported. {% hint style="info" %} To avoid interrupting the login flows for regular employees, you can temporary use the *soft-mode* to verify that SSO works as expected. See *enforcement level* below. {% endhint %} ## Ready-made integrations * Go to **Settings -> Single sign-on.** * Press the **Create** button. * Choose your identity provider. * Click the **Begin external steps** link, which will guide you through the setup. * Choose the enforcement level. * If you are using Microsoft Entra ID you must enter your tenant ID. * If you are using Google Workspace, your domain must also be verified. Ask us for help. {% hint style="warning" %} To activate Single Sign-on, you will need to be an **Admin** in Skovik and have the required permissions in your IdP, for example **Global Admin** or **Application Administrator** in Microsoft Entra ID and **Administrator** for Google Workspace. {% endhint %} ## Enforcement levels

Soft

Intended for testing purposes, before SSO is fully rolled out. Employees continue to log in only with their password, but admins can choose between password and SSO.
DiscretionaryAllow both Skovik password and SSO for all employees (SSO is the default choice, though). Useful if you have temporary problems with your identity provider.
MandatoryRequire SSO for regular employees. Admins can log in with both password and SSO, avoiding the risk lockout. This is the recommended mode for most companies.
InescapableRequire SSO for everyone, including admins. It's a good choice if you want to enforce two-factor authentication (via your SSO provider) for everyone. If your identity provider has issues, you will be temporarily locked out.
## Manual setup For IdPs where we don't have a ready-made integration, you can still setup OIDC manually, which should take little more than half an hour. The following values are configured in Skovik for a manual setup: * `issuer` * `token_endpoint` * `authentication_endpoint` * `client_id` * `client_secret` (must be protected, treat it like a password) The following redirect URIs must be whitelisted by the IdP: 1. `https://skovik.com/dz/login/oidc` 2. `https://skovik.com/dz/login/oidc/native` ### Advanced topics *This section contains advanced details, the basics above are sufficient for most integrations.* Information for certain advanced cases: * We use the *Authorization Code Flow* (`response_type=code`). * The user’s email is provided as `login_hint` with the initial request, unless login hints are disabled. * The scopes `openid` and `email` are requested. The `email` claim must match a known employee in the Skovik system (or an alternative claim key can be specified). Most authentication providers include the `email` claim by default. ### Protocol details For more information about the OpenID-Connect protocol, visit the [OpenID Foundation](https://openid.net/). # System Integrations Skovik utilizes an open API, meaning you may build several integrations to transfer information from Skovik to another system or from another system to Skovik. We have collected all the required information in this article if you are interested in integrating Skovik with another software. ## User synchronization Send user data such as email, cost center and employee ID from your HR, payroll or ERP system to Skovik. The advantage of integrating Skovik is that users in Skovik can be created automatically when a new employee starts their employment at your company. You can find some general guidelines regarding user synchronization in the [developers' guide](https://developer.skovik.com/docs/user-sync). You will also find a section regarding this in our [API documentation](https://developer.skovik.com/reference/users). ## Synchronize projects or cost centers Projects and cost centers are in Skovik defined as custom fields. These fields may be of three different characters and contain information about cost centers, projects, employee IDs, etc. When building a user synchronization, it is common to create a synchronization for projects and cost centers simultaneously. You can find some general guidelines regarding the synchronization of custom fields in the [developers' guide](https://developer.skovik.com/docs/projects-and-cost-centers). You will also find a section regarding this in our [API documentation](https://developer.skovik.com/reference/custom-fields). For more information regarding custom fields, have a look at this article: {% content-ref url="/pages/DAPLN18kmKZHQaz6GZKi" %} [Manage Custom Fields](/for-finance-and-hr/manage-custom-fields) {% endcontent-ref %} ## Exporting data to payroll/ERP It is possible to transfer payroll and bookkeeping data automatically from Skovik to your company's payroll or ERP system. This is usually done daily but may also be done during different time intervals. The Skovik Support team can help you identify the export format best suited for your system. For technical information about the integration, advise the [API documentation](https://developer.skovik.com/reference/export-orders). ## Credit card transactions If your company provides corporate cards (including corporate cards that are privately paid), you can build an integration between Skovik and your corporate card provider. This enables you to receive the corporate card transactions within Skovik, and Skovik will automatically connect the transaction to the proper receipt. To make this integration possible, you must first be able to receive your corporate card transactions' from your card issuer. To understand the integration, you may advise our [API documentation](https://developer.skovik.com/reference/transactions). This article explains how the credit card feature works from an end-user point of view: {% content-ref url="/pages/oWacBvV5dJ8plZodb3Bg" %} [Card Integration](/features/card-integration) {% endcontent-ref %} {% hint style="info" %} Skovik customers using Eurocard or SEB corporate cards may utilize Skovik's pre-made integration and do not need to build an integration. {% endhint %} ## Single Sign-on For more information about an integration for Single-Sign on, look at the following article: {% content-ref url="/pages/nNS84jo1GMF71wq91NFH" %} [Single sign-on](/for-it-and-developers/single-sign-on) {% endcontent-ref %} # SCIM user sync ## Introduction SCIM (System for Cross-domain Identity Management) is an open standard for synchronising users between an identity provider (Google, Azure, Okta, etc) and service provider (Skovik). ## Supported SCIM schemas Our implementation follows the SCIM 2.0 specification and supports the following schemas.
SchemaURN
Core user schemaurn:ietf:params:scim:schemas:core:2.0:User
Enterprise user schemaurn:ietf:params:scim:schemas:extension:enterprise:2.0:User
Custom user extensionurn:ietf:params:scim:schemas:extension:skovik:2.0:User
The Custom User Extension schema is used to synchronize custom field values, unique to our system, for example cost center, default project membership and similar. ## Provided SCIM endpoints We provide the following SCIM endpoints: * `/Users` ⇒ For user provisioning, updates, and deprovisioning. * `/ServiceProviderConfig` ⇒ For SCIM service provider metadata. * `/Schemas` ⇒ The SCIM schemas supported by our API, including the core user schema, the enterprise extension and our custom extension. * `/ResourceTypes` ⇒ The resource types available (such as User), along with their associated schemas. {% hint style="info" %} We do not support provisioning groups. If you have a need or use case for this, send us feedback explaining the use case and we'll consider it for our future product roadmap. {% endhint %} ## Implementation Guide ### Prerequisites * Ensure that all users have a unique email address, as that will be used as the unique identifier (`userName`) used for logging in to Skovik. * Ensure that the branch an employee should belong to can be identified by an attribute on the identity provider. This attribute must match the `external_identifier` of the branch in our system. * Identify any custom fields in Skovik that should be provisioned for the employees. ### Configuring SCIM in Skovik {% stepper %} {% step %} ### **Create an identity provider configuration** Enable "User provisioning" and set up custom field mappings as needed. {% endstep %} {% step %} ### Verify branch identifiers Make sure the `external_identifier` is set on all relevant branches. {% endstep %} {% step %} ### Generate a SCIM token and a URL Generate a SCIM token and URL in the identity provider configuration. {% endstep %} {% endstepper %} ### Configuring SCIM in the identity provider {% stepper %} {% step %} ### Create a new application for provisioning users Ask your identity provider or pursue their docs if you don't know how. {% endstep %} {% step %} ### Configure the SCIM endpoint and token Use the URL and token generated in our system. {% endstep %} {% step %} ### Setup attribute mappings See table of mappings below. {% endstep %} {% endstepper %} ### Table of mappings
SCIM fieldSkovik propertyRequired
userNameEmployee's emailtrue
name.givenNameEmployee's first nametrue
name.familyNameEmployee's last nametrue
externalIdEmployee's external identifierfalse
activeActive in Skovik. Setting to false will permanently archive the user.true
urn:ietf:params:scim:schemas:extension:enterprise:2.0:User:divisionEmployee's branchtrue
urn:ietf:params:scim:schemas:extension:enterprise:2.0:User:managerEmployee's superiorfalse
urn:ietf:params:scim:schemas:extension:skovik:2.0:User:custom_field1Mapped to a custom field in the identity provider configuration.false
urn:ietf:params:scim:schemas:extension:skovik:2.0:User:custom_field2Mapped to a custom field in the identity provider configuration.false
urn:ietf:params:scim:schemas:extension:skovik:2.0:User:custom_field3Mapped to a custom field in the identity provider configuration.false
urn:ietf:params:scim:schemas:extension:skovik:2.0:User:custom_field4Mapped to a custom field in the identity provider configuration.false
urn:ietf:params:scim:schemas:extension:skovik:2.0:User:custom_field5Mapped to a custom field in the identity provider configuration.false
urn:ietf:params:scim:schemas:extension:skovik:2.0:User:custom_field6Mapped to a custom field in the identity provider configuration.false
urn:ietf:params:scim:schemas:extension:skovik:2.0:User:custom_field7Mapped to a custom field in the identity provider configuration.false
urn:ietf:params:scim:schemas:extension:skovik:2.0:User:custom_field8Mapped to a custom field in the identity provider configuration.false
urn:ietf:params:scim:schemas:extension:skovik:2.0:User:custom_field9Mapped to a custom field in the identity provider configuration.false
# SCIM in Microsoft Entra Below are detailed instructions for setting up an integration between Microsoft Entra and Skovik. While we'll try to keep these instructions accurate, there are frequent updates to Entra UI, so if you cannot find the exact button or view as named in these instructions, see if may just have been renamed or moved slightly. {% stepper %} {% step %} ### Create a new enterprise application Go to `Applications → Enterprise applications` and click `New application`.\ Select `Create your own application` and make sure to select\ `Integrate any other application you don't find in the gallery (Non-gallery)`. Click `Create`. {% endstep %} {% step %} ### Configure provisioning On the application's overview page, go to `Provisioning` under the `Manage` menu. Then go to `Connectivity` in the menu under `Menu`, and fill in the following:\ \ Select authentication method**:** `Bearer authentication`\ Tenant URL: (Use the SCIM URL generated in Skovik)\ Secret Token**:** (Use the SCIM token generated in Skovik) {% endstep %} {% step %} ### Setup attribute mapping * Go to `Attribute mapping` under the `Manage` menu. * Disable group provisioning under `Provision Microsoft Entra ID Groups` by setting `Enabled` to `No` and save. * Then got to `Provision Microsoft Entra ID Users` to set up the user mappings. * At the bottom, enable `Show advanced options` and click `Edit attribute list for ...`. * Add up to 9 Skovik custom fields as needed. For each, set `Type` to `String`, leave other checkboxes unchecked, and save the added attributes. * Then configure the user mappings according to your setup, see a common example below, make sure `Enabled` is set to `Yes`, and save. {% endstep %} {% step %} ### Configure optional additional mapping Use the custom field names from our extension: * `urn:ietf:params:scim:schemas:extension:skovik:2.0:User:custom_field1` * `urn:ietf:params:scim:schemas:extension:skovik:2.0:User:custom_field2` * `urn:ietf:params:scim:schemas:extension:skovik:2.0:User:custom_field3` * ... up to nine fields … And map your organization's attributes to these as needed, for example: * Employee ID → `custom_field1` * Country → `custom_field2` * Department → `custom_field3` {% endstep %} {% step %} ### Finish setup and start provisioning * Save your changes. * Add users to the application under `Users and groups`. * Go to the application's provisioning page and click `Start provisioning`. * You can monitor the provisioning log for status and details. {% endstep %} {% endstepper %} ## Example mapping Here is an example of what the final mapping might look like.
SCIM AttributeSource attributeMapping typeNotes
userNameuserPrincipalNameDirectEmployee's email address
name.givenNamegivenNameDirectFirst name
name.familyNamesurnameDirectLast name
activeactiveExpressionUse Not([IsSoftDeleted])
urn:ietf:params:scim:schemas:extension:enterprise:2.0:User:managermanagerDirect
urn:ietf:params:scim:schemas:extension:enterprise:2.0:User:division(branch identifier)Direct / ExpressionMust match external_identifier on the branch in Skovik.
urn:ietf:params:scim:schemas:extension:skovik:2.0:User:custom_fieldemployeeIdDirect
For more on expressions, see [Microsoft's documentation](https://learn.microsoft.com/en-gb/entra/identity/app-provisioning/functions-for-customizing-application-data).