HR & Admin Guide
As a Yokoy admin or HR user, manage user and set up company-specific configuration in Yokoy.
By Yokoy1 author84 articles
- About the Admin roleAs an Admin user, you can manage your company's Yokoy configuration.
- About the HR roleAs an HR user, you can manage your company’s Yokoy users.
- How can I get audit logs?Access technical data on user access and administrative activities in your Yokoy account.
- Session timeout for inactive usersUsers are automatically logged out of Yokoy after a certain period of inactivity.
- FX rates and currency conversion in YokoyUse one of Yokoy‘s managed foreign exchange rates for currency conversion or set your own exchange rate feed.
- About Yokoy web and mobile appsYokoy is available as a web app and a mobile app for Android and iOS operating systems.
Set up and configure master data
Yokoy uses the customer’s master data and transaction data to process expenses, transactions, and invoices. The master data can be general master data used throughout Yokoy or specific to expenses or invoices.
- VAT / Tax rates in YokoySet up the tax rates in Yokoy to calculate taxable amounts in expenses and invoices.
- Expense categoriesYokoy uses categories to categorize spending and determine where the expenses should be booked.
- Employee policiesDetermine the expense rules, mileage rates, and per diem rates that apply to groups of users with employee policies.
- Expense rulesSet up rules that determine how much employees can spend on specific expenses.
- Foreign VAT reclaim in YokoyLearn how Yokoy can streamline your foreign VAT reclaim process – whether managed internally or through a provider.
- Reverse charge VAT handling in YokoyLearn how to handle reverse charge VAT in Yokoy.
- Invoice categoriesAs an admin, you can create, import, and configure invoice categories, including ERP-specific settings and mandatory field options.
- Add new employees to YokoyAll users who have the HR role can add new users to Yokoy.
- Set an office or home address for employees as an HR userSet the office address for users to make it easier for them to create accurate trip expenses and mileage rates.
- Manage existing employees in YokoyAll users who have the HR role can manage users in Yokoy.
- Set an employee’s assistantAssign users an assistant to enable the assistant to manage spend on the user’s behalf.
- Notify an assistant about open tasksAs an HR user, you can activate notifications for a person's assistant to inform them about the person’s open tasks.
- Deactivate an employee’s account in YokoyThis article provides instructions on how to deactivate an employee’s account in Yokoy.
- Access tax reports for employeesAs a HR specialist, you can download reports on reimbursable expenses for tax purposes for employees.
- Assign roles and admin permissionsManage user access to specific features and configuration in Yokoy.
- Manage your company settings in Yokoy
- Set up office addresses for your companySet the office address for entities to increase the ease of assigning users' office addresses and creating accurate expense reports.
- Set up Yokoy for Spanish AEAT requirementsGenerate the required XML file for expenses captured and uploaded via Yokoy mobile app.
- Enable tax reports for employeesTax reports provide a summary of all reimbursable expenses, grouped by type.
- What domains do I need to add to my company’s allowlist?Adding IPs to your corporate allowlists prevents the hijacking of traffic to and from Yokoy by a malicious website.
- Configure participant requirements for expensesYou can determine the default value for participants, and required fields for external participants.
- Compliance settings for finance usersProvide finance users with extra permissions to edit additional information in expenses.
- Set up an SFTP connection for file exchangeIf you want to transfer data to and from Yokoy using files, you can use Yokoy's SFTP server to store the files.
- Manage your organization settingsDetermine Yokoy global configuration for all companies in your organization.
- Set up Yokoy to calculate taxable amounts on company benefits
- Add a new companyCreate new legal entities in your organization by adding a company from scratch, copying an existing company or using a country template.
- Set up travel expenses in YokoyYou can choose how to manage travel expenses, allowing submitters to manage all travel expenses or using a dedicated Travel admin role.
- I set up a new category, expense rule, mileage rate, per diem, or tag dimension, but it isn‘t displayed in the expense reportIf your company uses policies in Yokoy, you need to configure the policy in the Admin menu to display it for the user.
- Set up an automatic export job for invoicesAutomate manual task of exporting all invoices with an automatic export job.
- Enable finance users to revert exported expenses and invoicesAs Yokoy admin, you can allow finance users to change expenses and invoices back to Ready to export status so they can be re-exported.
- Set up an automatic export job for expensesSet up an automatic job to export expenses to save your Finance team time and effort spent on manual tasks.
- Enable finance users to cancel and complete export jobsStop spinning export jobs by either canceling the job or marking expenses as exported.
- Payment initiation (PAIN) file – ExpensesThis article gives an overview of the structure of XML payout file for expenses, how to enable it, as well as country-specific conditions.
- Retry failed report files in the export logView the files that couldn't be generated during export and re-generate as needed.
Integrations
In this section you will learn about the integration of Yokoy with various integrations.
- Yokoy APIUse Yokoy‘s API to upload data directly to Yokoy and export expenses, invoices, and trips to your third-party system.
- Spend export file for expensesYou can use Yokoy’s standard file to export processed expenses and import them into third-party finance and accounting systems.
- Spend export file for invoicesYou can use Yokoy’s file to export processed invoices and import them into third-party finance and accounting systems.
- DATEV integration for expensesExport booking data and receipts for approved and reviewed expenses from Yokoy to DATEV Rechnungswesen.
- Connect Pagero with YokoyIntegrate with Pagero’s cloud-based e-invoicing solution to get a fully automated accounts payable process – from invoicing to payment.
- What cipher should we use for SFTP data exchange?If you plan to exchange data with Yokoy using an SFTP server, then SSH key authentication should use one of these ciphers.
- Set up the Xero integration
- Xero integration for expensesIntegrate Yokoy with Xero to automatically export expenses to the accounting system.
- Data fields for the spend export file for expensesYou can choose the data you want to include in the spend export file for expenses.
- Data fields for the spend export file for invoicesYou can choose the data you want to include in the spend export file for invoices.