FAQ (EN)

You can only register if there is a contractual relationship between your company and Numiga GmbH for the Numiga Go-applications. Please register with your company email-address that was provided to Numiga at: https://goexpense.numiga.com/goexpense/#!register . After you sent your email address, you will receive an email with a link for your account activation. 

Next, you can assign yourself a username and a personal password. Please note the instructions for the assignment of the login data. Your username must not be your email address.

Once you have registered, you can log in to all Numiga applications with your username and your password. 

Please note:

If your company uses SSO login, you do NOT need to register. You can go directly to GoExpense/GoAssist/GoManager without entering a username and password.

If the SSO login does not work, please contact Numiga Support via the corresponding button in GoExpense (also possible without login).

Please use "forgot password" below the login-button. Click on the link https://goexpense.numiga.com/goexpense/#!register   and enter your email address. You will receive a link with the new access data. Please create a new personal password.

Before you can log in, you have to register once. If you cannot log in even though you have registered, please contact Numiga Support via the appropriate button in GoExpense (also possible without login).

If you receive an error message, please take a screenshot and upload it in your support request.

Enter travel expenses

Nach dem Login in der Numiga GoExpense/Numiga GoAssist können Sie über den Plus-Button einen neuen Vorgang anlegen. Mit dem Klick auf "Reise" öffnet sich ein neuer Vorgang für die Erfassung von Reisekosten. After the login to Numiga GoExpense/Numiga GoAssist you can create a new transaction for travel expenses by clicking first on the Plus + button. By clicking then on “Trip” opens a new transaction for the entry of travel expenses . You are automatically guided through the workflow

→ 1. travel key data→ 2. document entry→ 3. edit meals→ 4.cost allocation. 

When all data and information is entered, you can complete the transaction with the check-report at the end of the workflow. 

Edit travel expenses

If the travel expenses are not yet closed (icon: open envelope), you can still edit the report. If you have closed the travel expenses, (icon: closed envelope), they have already been forwarded and you cannot make any more changes. You can no longer open the transaction. If you have forgotten any information or receipts, please create a follow-up entry.

Delete travel travel expense report

If a travel expense report is still open (icon: open envelope) the report can be deleted via the "Edit" button. Once you have closed the travel expense report (Icon. closed envelope) you can no longer delete it. If you have forgotten any information or receipts, please make a follow-up entry.

If you use your smartphone or a tablet for your travel expenses, please use its camera function. First, create a trip or receipt without trip. In the document entry "My receipts", you can photograph and upload your documents.  Please note:

DO'S                                  

• Place the document on a flat surface 

• Photograph in day light 

• The COMPLETE document must be visible 

• Upload each document/receipt separately 

• All necessary information must be readable 

DONT'S  

• Do not place documents on top of each other 

• Do not upload multiple documents in one upload (except GoAssist/GoCapture)

• Do not upload blurry documents 

• Do not upload screenshots/pixelated photos 

• Do not upload incomplete documents 

If you enter your travel expenses on your computer, use a multi-functional device and scan the documents. File them where it is easy to locate them and upload the respective document when you enter its data in the document entry "My receipt". Please note: the document-scan must be complete and readable.

Store the document from your email unchanged on your drive or smartphone/tablet.  Name the document so you can find it easily to add to your travel expenses. Select the appropriate trip or create a new trip; in the document entry you can now upload the document.

Please note: All pages you want to upload must be part of ONE SINGLE invoice.

Upload the first page and click then on “Next page” for each additional page of the invoice.

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Please note: If a document has serveral pages that are saved together as one document, all pages are uploaded at once by clicking on “Upload document”. After the upload you can see only the first page of the document.

Only after the successful analysis all pages of the document are displayed. See the example below: the document consists of two pages that are uploaded together with one click.

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Characteristics of an invoice: 

• The full name and address of the company (billing address)

• Tax number or the sales tax identification number (VAT ID)

• Full name and address of the customer

• Date of issue / date of invoice

• Consecutive invoice number

• Date of delivery / service /performance

• Quantity and type of delivery / scope and type of performance

• Payment for the delivery /service in net  

• The sales tax rate applicable to the net remuneration

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Characteristics of a receipt:

• Name of receipt issuer and address

• Date of issue

• Consecutive number

• Quantity and type of delivery / service

• Payment amount and currency

• VAT percentage

• VAT amount

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Note: Invoices and receipts have similarities, but also differences:

• The main difference is that invoices are issued before a business has received payment from a customer, and a receipt is issued after payment has been collected.

• An invoice is used when a business has completed a customer’s order and needs to collect payment for the goods or services provided. A receipt is used as a proof of payment when a customer makes a payment to a business for goods or services. But in contrast to the mere proof of payment (see below), the receipt contains more information, especially tax information.

Expample attachments: Proof of payment / bank or credit card statement

• The proof of payment documents that a payment has taken place WITHOUT information about the type and quantity of the service

• A proof of payment does not constitute an invoice/receipt and must be uploaded as an attachment.

• A bank statement or credit card statement provides evidence that a payment has taken place WITHOUT information about the type and quantity of the service and must be uploaded as an attachment.

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In a new process: 

• Click on the field "Cost allocation" at the bottom of the page where you enter the trip key-data.

• The dropdown-menu "Extended cost allocation" opens

• You can select from the field Cost allocation*  the required cost center or cost unit.

• In Proportion [%] you can enter the percentage allocation for that cost center/cost unit (e.g. 30%).

• Please click the "Plus-Button" on the right to take over the cost allocation.

• In the field "cost allocation", there are still 70% left (in our example).

• Select for these remaining percentage the appropriate cost cente, cost unit or projects and click on "Plus-Button"to update the allocation .

• You see now the two cost centers/units/project numbers you entered at the bottom of the page. Note that you can enter more than two cost centers/units or projects (use the "Plus-Button"); the total of the cost allocation must always result in 100%.  

If you forgot to make the cost allocation on the first page after entering the trip key-data, you still have the possibility to enter alternative cost centers/units at the end of the workflow after editing meals. 

1.  Enter the trip key-data and "SAVE"       

2.  Enter the receipt data, upload them and click on "CONTINUE"

3.  Edit your meals and click on "CONTINUE"

4. Now you can make your cost allocation as described above. 

When you have entered the data and uploaded all documents, click on CONTINUE.  You are forwarded to "My meals“ where you can specify the meals paid by your employer. 

By default, all meals are preset as paid by the employer. 

Remove the check mark from those meals that were not paid by your employer. Click then on CONTINUE. 

Each meal you specify will result in a corresponding reduction in the per diem meal allowance. These may be meals provided by the employer or by a third pary at the employer’s initiative. Please refer to your company’s travel expense policy to find out which meals lead do a reduction of the per diem meal allowance in your individual case (e.g. entertainment, snack for air travel). The calculation of the meals per diem to be paid out takes place in the audit.

You can claim reimbursement for business-related mileage in your private car.

To do so, go to the document entry "My receipts" and select "Mileage allowance". Specify the route and all data marked with a red asterisk, optionally you can also enter a comment.

SAVE the data, and the route is transferred to the list "My receipts", the mileage allowance will be calculated in the backend.

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The airplane is the symbol for a travel expense report. Travel expenses are all costs incurred in connection with a business trip such as transport costs ((rental car, train, plane or ship), accommodation costs and incidental travel expenses (invoices/receipts), but also per diems for meals or overnight stays.

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The wallet is the symbol for "receipts without travel". Reimbursement of expenses not incurred as part of a business trip. This is a pure expense reimbursement without fixed allowances.

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Arrow pointing to document- Symbol for modification to a travel expense

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Open envelope: You have not yet completed the business trip and it can still be processed by you.

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Closed envelope: This transaction (trip/receipt without trip) has been CLOSED and successfully transferred to the Numiga accounting system.
All attached documents (invoices/attachments) have been successfully analysed. The transaction can no longer be processed by you.

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Open envelope with the addition Receipt error! - Reset to "Open": one or more documents (invoices/attachments) for travel expense accounting were not successfully analysed. Please upload the receipts again. To do so, go to your receipts list My Receipts. The system will support you in the error analysis.

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Approval requested: Numiga Audit Service has forwarded the travel expense report to your approver for approval after the verification according to the specifications (travel policy, tax specifications)

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Thumbs up - Approved: Your travel expenses checked by the Numiga audit have been approved by your approver.

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Thumbs down - Rejected: Your audited travel expense claim has been rejected by your approver and has indicated the reason.

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Circle arrow - A modification has been made for this trip. The modification is currently being processed by the audit team.

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Expenses posted/ paid out: When the travel expenses are posted/ paid out, the status changes. A stack of coins is now the symbol.

Please note that the travel request is a customer specific feature. Not every customer may use the travel request.

Please log in.

If you want to create a travel request, click the Plus + button in the lower right corner. Select the Airplane icon. You will be redirected to the next page, here you can enter the data for the travel request.

Please note that the travel dates must be in the future.

After you have entered the travel data, please click on "Save". You will be redirected to the next page. Please fill in all mandatory fields*. In the lower part of the page you will see the field "Your travel request message*“.

Not until you have entered a message in this field and clicked on "Save" will your travel request be forwarded to the approver. The transaction remains in your trip list. During or after your trip, you can change it to your expense report. You can upload receipts or edit the transaction at any time.

Edit the travel request

You can change the travel dates at any time. Please note: Every change must be saved.

You can specify the reason for the change in the field "Your travel request message", the approver will see this message in GoManager. Once you have made and saved changes in the travel request, the approver will be informed automatically.

Delete the travel request

You can delete the travel request using the "Edit" button in your travel list:

Click on Edit, select the transaction and delete it.

Please note that this will delete all information including the receipts in this process.

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In the figure above you can see the workflow process of your travel expenses.

Step1: You or the assistant prepare the travel expense

You or the assistant enter your travel expenses. As long as the transaction is not completed (icon: open envelope), it can still be edited. Once the transaction has been completed (icon: closed envelope), it can no longer be edited, opened, or deleted. If you want to make an addition or modification, please see the article „Follow-up entry“.

Step2: Document-Analysis

After the upload of your invoices/receipts, they will be analysed.

If you now see the closed envelope and the successfully analysed receipts, you don’t have to do anything. Your travel expense report has been forwarded for the audit.

If you see the open envelope and the error message “Document error“, a document could not be analysed. Please click on the transaction to find out the reason of the error. Please upload the receipt again.

If all receipts have been successfully analysed, your expense report will be forwarded to the Numiga Audit-team. The process now has the closed envelope icon.

Step 3: Numiga Audit-Team checks the travel expenses

You see the icon with the closed envelope as status-symbol.

Step 4: : The audited travel expense report forwarded for approval

The audited travel expense report will be forwarded to the approver. As long as the expense report is not yet approved, you will see the small avatar with the clock.

If the expense report was approved, the icon changes to "Thumbs up".

If the travel expenses were rejected by the approver, the icon changes to "Thumbs down".

Please check your trip list. The icons in the first column indicate the status of your travel expenses. 

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Open envelope: You have not yet completed the transaction and it can still be edited by you.

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Closed envelope: This transaction (trip/receipt without trip) has been CLOSED and successfully transferred to the Numiga accounting system.
All attached documents (invoices/receipts/attachments) have been successfully analysed. The transaction can no longer be edited by you.

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Approval requested: The Numiga Audit Service checked the travel expenses according to the specifications (travel policy, tax specifications) and forwarded the travel expense report to your approver.

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Thumbs up - Approved: Your audited travel expenses have been approved by your approver.

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Thumbs Down - Rejected: Your audited travel expense claim has been rejected by your approver. In a message he gives the reason for the rejection.

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Expenses posted/ paid out: When the travel expenses are posted/ paid out, the status will change; the icon now is a stack of coins.

The icons in the first column in your trip list indicate the status of your travel expenses. The "Thumb up" icon indicates that your travel expenses have been approved. When you click on the transaction and then on the information button (check-report), you can see who approved your travel expenses and when. 

If your travel expenses have been completed (transmitted, audited, approved and paid out), you can make a correction or modification. Check your trip list and select the trip for which you want to make a follow-up. Click then on the "Modification"-button. Now you can edit the process again.

Please note:

You can see the button for modification for trips (icon: airplane).

No modification can be made for "Receipt without trip" ( icon: purse). Please enter a new transaction "Receipt without trip".

If the transaction is in the process of approval (icon: avatar with the clock), the "Modification" button is not visible. Please wait until the approver has approved/rejected the travel expenses. Then the "Modification" button will be available and you can make a modification.

You can tell the status of your travel expense report by the icons.

The icon with the stack of coins means that your expense report is in the process of payment.

Please note:

The payout is made in-house, not by Numiga. For more information about payment dates, please contact your internal contact person.

The processing time for a travel expense report can be several days.

However, delays may occur that exceed this time frame, e.g., if clarification is required. The duration of the delay depends on how quickly the matter can be clarified.

In your trip list, click on the transaction with the document-error and then on the incorrect document.

Now you can see the reason (at the top written in red) for the error message. Upload the document again as requested and click on SAVE.

Document error when:

• Multiple invoices or attachments were uploaded in one upload:

"Your upload contains too many receipts. Please upload each receipt or attachment separately."

You are allowed to upload only one invoice or attachment in one upload, whereby the invoice/attachment may have multiple pages. In the end, the number of receipts in your receipt list should match the number of receipts you have for this travel transaction.

Please upload each document/attachment individually.

• Documents other than invoice/receipt have been uploaded:

"No receipt"

Please note that itineraries, credit card statements, proof of payment, booking documents, etc. do not constitute invoices and must be uploaded as "attachments".

An invoice always contains: date, service provider, amount, type of service and quantity of service. A proof of payment neither contains the type of service nor the quantity of service.

Upload your document again, making sure to select the correct document type.

• The uploaded photo of a document is blurred:

"Photo quality not sufficient"

The document cannot be read.

Please upload the document again. Pay attention to the quality of the uploaded document.

Please click on the "Edit" button in the list "My receipts". Select the document(s) you want to delete. Then click on Delete.

Please note that receipts can be deleted only in the open status (icon: open envelope).

Click on the transaction that was rejected by your manager. By clicking on the information button (top left), you can see the reason for rejection. Click now the button for the modification (top right) and follow the instructions (How to do a correction or a modification?).

Please note: For Receipts without trip (expense reimbursement only) - A new transaction must be created and documents must be uploaded again.

Check the transaction in your trip list and click on the information button in the check-report. Now you can check the reason for the rejection, make the correction accordingly and complete the transaction in the familiar workflow. 

Please note:

You can see the button “Modification” only for trips (icon: airplane).

No modification can be made for "Receipt without trip" ( icon: purse). Please enter a new transaction "Receipt without trip".

If the transaction is in the process of approval (icon: avatar with the clock), the "Modification" button is not visible. Please wait until the approver has approved/rejected the travel expenses. Then the "Modification" button will be available and you can make a modification.

Please formulate your inquiry clearly, understandably and in complete sentences, not just in keywords.

Chatty only answers technical inquiries related to the application, e.g.: "How can I upload a receipt?".

Technical questions concerning the expense report itself, such as: "What is the status of my expense report XY?" are not answered by Chatty.