Accounting settings

Cardboard allows you to configure how payments and matched receipts are exported to your accounting system, such as the applicable VAT rate and if VAT reverse charge applies, which supplier code to associate with each subscription, and so on.

Navigate to Accounting > Settings in order to configure Cardboard for accounting.

Subscriptions tab

This tab allows you to specify how to do the accounting for each subscription managed and payed for through Cardboard.

Default values

Default values to be used if a more specific code isn't specified on the subscription further down.

• Department code — The department to assign to payments by default when the service does not have an associated department. If none is set, the payment will not be assigned to a department.
• Expense account — The default ledger account used for payments to services which do not have a specific expense account specified. If none is set, “6553 - Software” will be used.
• Missing receipt account — The ledger account to use for debit lines when the payment is missing its receipt. If set, payments missing receipts will use this account rather than it's configured expense account.
• Default VAT rate — The VAT rate to use for payments by default when the service does not have a specific VAT rate assigned.

Subscription-specific settings

• Supplier code — The identifier of the supplier in your accounting system.
• Project code — The identifier of the project in your accounting system. Defaults to the globally configured default if not set.
• Department code — The identifier of the department in your accounting system. Defaults to the globally configured default if not set.
• Expense account — The ledger account to use for payments made to the service. Defaults to the globally configured default if not set.
• VAT rate — The VAT rate applicable to payments made to the given service.
• VAT reverse charge — The VAT mechanism which applies to the purchase. If selected, VAT reverse charge applies and the buyer is responsible for paying VAT separately. With other words, VAT is not included in the purchase amount. If not selected, the purchase amount includes VAT.

You might have additional fields available to you, based on your configured accounting system.

General tab

This tab allows you to specify more globally relevant accounting settings such as:

• Accounting system — The accounting system you use. Certain export formats are formatted differently based on this option, and it also determines which accounting system Cardboard will connect to if you have an accounting system integration available to you.
• Merge receipts — If selected, all receipts will be concatenated into a single merged voucher in your monthly accounting exports. This might simplify the process of uploading the receipts to your accounting system. If not selected, the receipts will be exported as individual PDFs in a ZIP archive.

Card accounts

This section has one option available per Cardboard card account. This will most likely only be one account, unless you have multiple currencies or accounts in Cardboard.

• Card asset account — The ledger account number to use for credit lines. You will want to create a bank account in your accounting system for your Cardboard card account and enter the accounting system's account number here.