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Category: Accountant

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My profile

Each Fidoo user has a profile where they can manage and set up their information.

Change of telephone contact

  1. In the web app, click on your name (top left) – My Profile – the green Change icon icon next to your phone number.
  2. Enter the new phone number and Save number change.
    Change your phone number
  3. Enter the six-digit code you received for your new phone and go on.
  4. In case you do not have access to the application, please request a change of telephone contact for the main administrator of the application.

Setting up the Shortcut feature

  1. In the web app, click on your name (top left) – Proxy.
  2. Select Add Shortcut, select a shortcut from the list of users, and enter the shortcut time.
    Setting up a crowd
  3. Confirm with the Set button.

Adjusting the queue time

  1. In the web app, click on your name (top left) – Proxy.
  2. For the shortcut you want to edit, select Edit.
  3. Adjust the time and confirm with the Set button.

Termination of the crowd

  1. In the web app, click on your name (top left) – Proxy.
  2. For the queue you want to terminate, select Terminate.
  3. Confirm with the End Shortcut button.

Login to the account of the represented person

Web app

  1. Click on your name (top left) – Switch user.
  2. Select the user you want to represent.

Mobile app

  1. After logging in, information about the possible crowd will appear for a few seconds, click on
    Switch
     or select

    Next.


  2. Click on your name in green and select the person you want to represent.

Setting up notifications in a queue

  1. Click on your name (top left) –
    My profile.
  2. Select a tab
    Notifications.
  3. If you have notifications set up on your company, tick
    Individual settings.
  4. Scroll through to turn on/off the Notifications section of the Tab, and
    Save
    .

Frequently asked questions about representation

You will always receive an informational email when you set up, change or terminate a shortcut.

Web app

  1. Click on your name in the top left corner.
  2. Select Back to my account from the menu. The app will then switch you to your account.

Mobile app

  1. Click on Next and the name of the person you are representing in green.
  2. Select My Profile.

The moment you switch to the represented profile, the personal profile field turns purple. You can get back to your account the same way.

The representative will see and do almost everything that the represented user is entitled to. However, there are some sensitive areas that the representative will not be able to access or see, but will not be able to edit.

In the profile of the represented user:

  • change password
  • view of sensitive information
  • modifications in the profile
  • permanent card blocking and PIN display
  • acceptance of the renewed card

Generally in the application:

  • setting roles and rights
  • approval settings
  • view of Fidoo account
  • charging cards
  • AML acts

Change language version

Web app

  • Click on your name (top left) – Change language and select.

Mobile apps for iOS

  1. On your phone, select Settings and find the Fidoo app.
  2. Click on Language and select the variant you want to use.

Mobile apps for Android

The Fidoo app is set up according to the language settings on your phone as follows:

  • The phone is set to Czech and Slovak language, the application is in Czech.
  • The phone is set to any other language, the app is in English.

Change your login password

  1. In the web app, click on your name (top left) – Change password.
  2. Enter the original and new passwords and confirm with the Change Password button.

Switching between multiple companies

If you are elected as a so-called. super user, you will receive an email accepting or rejecting the role.

  1. In the web app, click on your name (top left) – Switch company.
    Switching companies in FIdoo
  2. Click on the selected company to be redirected.

Notification settings

  1. In the web app, click on your name (top left) –
    My profile.
  2. Select a tab
    Notifications
    and tick
    Individual settings.

  3. Slide the button

    /


    to turn on/off


    messages or notifications, and


    Save


    .

Frequently asked questions about my profile

The main administrator provides support to all users of the Fidoo application. So if you need to find out who in your company has this role, do the following:

  1. Log in to the web app.
  2. In the bottom left corner, click Main Administrators.
  3. This will open a window with information about the administrators.
  1. Make sure you’ve set up notifications to be sent directly to you in the downloaded Fidoo mobile app:


    Next – Settings – Push notifications
     – The slider is on (shown in green)
  2. Check the notification settings on your phone:

    Settings – Notifications
     – Find and select the Fidoo app.
    Enter
    Find and select Fidoo and select Fidoo.
    .

Sometimes it happens that when the phone with iOs is set to “silent mode” i.e. has the side button switched in the down position (you can see red) – push notifications are not displayed.

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Types of Fidoo cards

The Fidoo card is a classic payment card from Mastercard. The card allows classic payments at a merchant’s terminal, ATM withdrawals or online payments.

Personal Fidoo card

  1. If your name is on the card, it is a personal card.
  2. Only you use this card.

Team Fidoo card

  1. If the card has a team name or a license plate number instead of a name, it is a team card.
    The team card can be named at your discretion, but it must not be the name of the app user to avoid confusion with a personal card.
  2. The team card is shared and can be passed around within the team and can be used by anyone in the team.
  3. However, a team card always has only one holder who is responsible for it.

More about Fidoo cards

Want more information about Fidoo cards? We’ve got the support to do it own separate section.

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Accounting for individual actions in Fidoo

Just like you, other clients are struggling with how to account for Fidoo. That’s why we’ve put together their experiences and it’s up to you and your needs which path you choose.

Fidoo as a bank account

Fidoo as a backup

Fidoo as a cash register

Legend

Expenses made with the KB card

Legend

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What to prepare

Cost centres and projects

Download the sample import file and add the name and abbreviation of the centre or project

VAT breakdown and pre-contraction

Prepare a list of VAT breakdowns and precharges that you will allocate to expenses.

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Integration to accounting software

Preparing for integration

  1. Find out which accounting system you will be transferring the data to.
  2. Check out our website(Exports and Integration) to see what data transfer options we offer for your accounting system.
    Detailed instructions for each accounting system can also be found below in the Supported Systems section or in the Accounting Instructions ( Exports and Integration section).
  3. If you do not know how to set it up, please contact the customer service line (+420 290 290 290).

Supported systems

Money S3

Money S3 with XML DE Profi module

Money S4

Money S5

Pohoda

Helios iNuvio

Microsoft Dynamics NAV

Money S3

  1. Section Settings – Integration.
  2. Click on

    , fill in the cashier and account name and Save.

Connecting via API

The Fidoo public API provides comprehensive information about the data that is contained in the Fidoo cloud application and can be distributed and exchanged with any system thanks to this API. The current version of the Fidoo API is located athttps://api.fidoo.com/v2/and includes:

  • Monitoring of card transactions
  • Application user reports
  • Overview of Fidoo cards
  • Orientation in parameters and balances on Fidoo cards
  • Creating a new user and ordering a personal Fidoo card
  • Load and unload personal and team cards

To access the data via the public API, you need to obtain an API key. This can be generated by the master administrator in the Fidoo application.

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Expenditure settings

Creating a VAT breakdown

  1. Section Settings – Expenses – VAT breakdown.
  2. Click on New VAT breakdown, add the name and abbreviation and Save.

Breakdown of VAT

Adjustment of VAT breakdown

  1. Section Settings – Expenses – VAT breakdown.
  2. Click on Options switch and turn the use of segmentation off/on.
  3. Click on , edit the name or abbreviation, and Save.

Deleting the VAT breakdown

  1. Section Settings – Expenses – VAT breakdown.
  2. Click on and select Delete VAT breakdown.
  3. Confirm with the Delete VAT breakdown button.

Creating a preconfiguration

  1. Section Settings – Expenses – Pre-accounting.

    Manual settings

  2. Click on New preconfiguration.
  3. Fill in the name, code, usage and accounts and Save.

    Importing a list of preconfigurations

  4. Click on
    Import preconfigurations.
  5. Download and fill in the prepared sample file.
  6. Click on Select File, find it on your computer and select Import.

Modifying pre-contraction

  1. Section Settings – Expenses – Pre-accounting.
  2. Click on Options switch and turn the use of pre-contraction off/on.
  3. Click on , edit and Save.

Export of preconfiguration

  1. Settings section –
    Expenses – Pre-booking
  2. Click , select the file format and type
    Export
    .

Deleting a preconfiguration

  1. Section Settings – Expenses – Pre-accounting.
  2. Click on and select Delete Preconfiguration.
  3. Confirm with the Delete preconfirmation button.

Creating a cost centre

  1. Settings – Expenses – Cost centres.
    Freight centres

    Manual settings:

  2. Click on New cost centre.
  3. Fill in the name and abbreviation and Save.

    Import list of resorts:

  4. Click Import resorts.
  5. Download and fill in the prepared sample file.
  6. Click Choose File, find the file on your computer and select Import.

Cost centre modification

  1. Settings – Expenses – Cost centres.
  2. Click on Options switch and turn the use of the cost centre off/on.
  3. Click on , edit the name or abbreviation, and Save.

Deleting a cost centre

  1. Settings – Expenses – Cost centres.
  2. Click on and select Delete.
  3. Confirm with the Delete Centre button.

Cost centre export

  1. Section
    Settings – Expenses – Cost centres
  2. Click on , select the file format and type
    Export
    .

Creating an accounting category

  1. Section
    Settings – Expenses – Accounting categories


    Manual settings

  2. Click on
    New accounting category.
  3. Fill in the name, code and, if necessary, attach a prefix and
    Save
    .

    Import a list of accounting categories

  4. Click on
    Import categories
    .
  5. Download and fill in the prepared sample file.
  6. Click on
    Select File
    , find it on your computer and select
    Import
    .

Adjustment of accounting category

  1. Section
    Settings – Expenses – Accounting categories
  2. Click and turn off/on the use of categories.
  3. Click , edit everything you need and
    Save.

Export accounting category

  1. Section
    Settings – Expenses – Accounting categories

  2. Click

    , select the file format and type


    Export


    .

Deleting an accounting category

  1. Section
    Settings – Expenses – Accounting categories
  2. Click on and select
    Delete
    .
  3. Confirm with the button
    Delete category.

Mandatory field settings

  1. Section Settings – Expenses – Required fields.
  2. Using the button Options switch button to turn off/on the obligation to fill in a specific expenditure.

Required fields

Frequently asked questions about setting expenses

In addition to studying the relevant legislation, we recommend that you consider covering the following areas in your processes and directives when implementing the digitisation of accounting documents and their archiving. All information can be found in this article.

It will appear in the cash wallet of the current team card holder. When the team card is handed over to another employee, the cash wallet is not transferred – the amount remains with the person who made the ATM withdrawal.

  • If is accented names do not appear correctly after importing, it means the file is formatted incorrectly. Sgo to to a new sample withoubor and use the Ctrl + C and Ctrl + V to copy the columns into a new file and do the import again. If problems persist, send the import file to

    info@fidoo.com


    for inspection.
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Setting up cession keys

Setting the meal allowance

The meal allowance rates listed in the application are set according to the Labour Code. However, you can adjust them higher as follows:

  1. Section Settings – Credits – Meals – Create new (top right).
    Meal allowance rates
  2. Write the name and select the validity, add the new domestic meal allowance rates.

    You can adjust the foreign meal allowance:
    a) Bulk – enter the percentage of the meal allowance and select Recalculate.
    b) Individually – in the search window, type the country for which you want to adjust the meal allowance and change the rate for the selected country.

  3. Save.

Setting your pocket money for a trip abroad

  1. Settings – Honours – Pocket Money – activate Pocket Money in the system (top right).
  2. Choose to calculate your pocket money before or after the reduction of foreign diets.
  3. Enter the percentage of your pocket money and select Recalculate.
  4. Save.
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Company settings

Fidoo account settings

  1. Section Settings – Company – Fidoo account.
  2. In the Generate automatic statements box, click Change settings.
    Generating statements
  3. Click on
    Options switch
     to turn on the settings option.
  4. Select the format, frequency and method of sending and Confirm.

Setting up invoice sending

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

Setting up personal billing

  1. Section Settings – Company – Personal billing.
  2. Select the frequency of personal billing and Save.

Setting up personal billing

Statements will be sent to you according to the method you have chosen and will also be saved in the application in the Corporate Finance – Fidoo Account – Statements tab.

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Personal settlement

Closing an item as private

  1. Section Accounting agenda – Personal accounts – select the user.
  2. Check the expenses that are to be private (box to the right of the expense).
  3. Click on Settings icon (bottom right) and select Close Expenses as Private.
  4. Confirm by clicking Close as private.

Carry forward to the next accounting period

  1. Section Accounting agenda – Personal accounts – select the user.
  2. Tick the items you want to move (box to the right of the expense).
  3. Click on Settings icon (bottom right) and select Move to next period.

Reversal of an item carried forward to the next accounting period

  1. Section Accounting agenda – Personal accounts – select the user.
  2. Scroll all the way down or click the Moved to next period tab.
  3. Select View and click to return the expense to the current accounting period.

Enforced closure of expenses and assignments

  1. Section Accounting agenda – Personal accounts – select the user.
  2. Tick the items you want to close and select Close selected items (bottom right).
  3. Confirm with the Close button , including the unapproved ones.

Reopening a closed item

  1. Section Accounting agenda – Personal accounts – select the user.
  2. Find the item you want to reopen and click .

Cash settlement

  1. Section Accounting agenda – Personal accounts – select the user.
  2. Scroll down or click on the Cash tab.
  3. Enter the date and select Align All.

or click on , enter the amount and date and select Settle.

Cash settlement

If the Accountant uses cash reconciliation for the employee and his/her wallet, then this wallet is reset on the employee’s side in Fidoo (this reconciliation is visible in the cash wallet as an entry, as well as in the employee’s Personal Statement). At the same time, this settlement will be reflected in the Export for Wages.

Settlement of cash expenditure

  1. Section Accounting agenda – Personal accounts – select the user.
  2. Scroll down or click on the Cash expenditures tab.
  3. Tick the expenses to be offset (box to the right of the expense).
  4. Click on :trojrypák: (bottom right) and select Balance expenses.
  5. Confirm with the Align button.

The balanced expenditure can be found in the Wallet Settlement Summary. Here you also have the option to undo the expense settlement by clicking on :sipka_zpet_zelena:. It is possible to return the expenses individually – each balanced expense is listed here on a separate line.

Click on Reconcile to reconcile the expenditure in the amount on the date specified.

Conclusion of personal settlement

  1. Section Accounting agenda – Personal accounts – select the user.
  2. Check that all items are in the Closed state.
  3. Select Close entire settlement (top right) and confirm with the Close settlement button.

Closure of the entire settlement

Closure of personal accounts without approved items

  1. Section Accounting agenda – Personal accounts – select the user.
  2. Check that all items are in the state you want.
  3. Select Close entire settlement (top right).
    The application will notify you how many pending items will be automatically carried forward to the next accounting period.
  4. Select Close billing.

Bulk closing of personal accounts without items

  1. Section
    Accounting agenda – Personal accounts
  2. Click on Set filter, check Open and Without items and select Filter.
  3. Tick the first Personal Billing and then press and hold Shift to tick the last billing (the billing will be marked in bulk).
  4. Choose Close blank bills.

Export of personal accounts

  1. Section Accounting agenda – Personal accounts – select the Personal accounts you want to export.
  2. Click on Settings icon (top right) and select Download PDF.

Exporting bills to PDF

Export receipts for personal billing

  1. Section Accounting agenda – Personal accounts – select the Personal accounts you want to export.
  2. Click on Settings icon (top right) and select Export receipts.

Description of individual expenditure balances:

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Fidoo billing and fees

Fidoo account balance

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

Account and card overview

Frequently asked questions

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

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

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

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

Contact us

Expense Management

FX and foreign payments

Coming soon

Direct Fidoo

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© Direct Fidoo Payments s.r.o. 2023 Powered by Mastercard. Mastercard is a registered trademark of Mastercard International Incorporated. The Fidoo card is issued under license from Mastercard International Inc. Direct Fidoo Payments s.r.o. is a payment institution registered in the list of payment service providers maintained by the Czech National Bank with the authorization to provide payment services pursuant to Section 3 par. 1 lit. b), (c) and (e) of the Payment Act.