Contents

Cost allocations......................................................................................................................................1
Registration of incoming invoices.....................................................................................................2
Preparing the cost allocations...........................................................................................................4
Fjellinjen.........................................................................................................................................9
Autoplan AS.................................................................................................................................15
YX:................................................................................................................................................25
WEX Europe Services AS (ESSO)..................................................................................................26
De Lage Landen Finans Norge (DLL).............................................................................................29
Tolls (bompenger)........................................................................................................................31
ST1 Norge AS (Shell).....................................................................................................................37
Circle K Norge AS.........................................................................................................................38
Autopassferje...............................................................................................................................39
BAHS Kapital AS (Supplier: 59968)..............................................................................................43
Vektårsavgift (in progress)...........................................................................................................44
Control of account 1582 Utlegg (Disbursements) – In progress.....................................................46

Cost allocations

Mesta receives invoices from many different suppliers. Azets will, for most of the suppliers, have to
log on to an internet portal to get the report that is necessary to make the cost allocations and, for
some suppliers, the invoice itself. For some of the suppliers, Azets will receive the reports in OTRS.

Azets must look up the invoices in Agresso, enter the correct posting data and then send them on
flow. All the suppliers below must be checked once or twice a month to make sure the invoices will
be booked. It can be done on about the 10 th and on about the 25th of the month. It is important to
make sure the invoices will be sent on flow early so that there will be time for Mesta to approve the
invoices before payment is due.

Please note that since this routine is new to Azets and because Anne is no longer working for Mesta,
there might be changes to the routine while we learn how to handle these tasks.

Overview of suppliers:

Suppl.no. Supplier Received Report for cost allocation Cost

allocation
1809 St1 Norge AS (Shell) Beginning of the Internet portal
month
46238 Circle K Norge AS Beginning of the Internet portal
month
 64360 Fjellinjen Utsteder AS Every 14th day Internet portal
61072 YX AS Beginning of the Email from Drivstoffkort
month
64598 Autoplan AS About the 12th of Internet portal
the month
57942 WEX (Esso) Beginning of the Internet portal
month
5767 DLL – De Lage Landen Beginning of the Internet portal
month before the
current month.
2171 Skyttel AS Random – not No cost allocation
(Autopassferje) every month
------- Autopassferje (VAT Beginning of the Internet portal
report) month
63817 Skatteetaten January and July Altinn.no internet portal
(Vektårsavgift)
59968 BAHS AS Occasionally No cost allocation

In addition, there several companies that are charging Mesta for toll (roads) occasionally. It is
necessary to check these suppliers 2 times each month to check if anything should be posted. All of
these invoices are to be posted to account 4814 and WO 000017-0006
10722 NAMDAL BOMVEGSELSKAP AS
41355 BPS NORD - VEIPAKKE SALTEN AS
41690 HORTEN BOMPENGESELSKAP RV19 AS
43777 VOSS OG OMLAND BOMPENGESELSKAP AS
46156 VEGFINANS E18 VESTFOLD AS
46907 E6 GARDERMOEN MOELV AS
53996 E6 OPPLAND AS
55109 HARDANGERBRUA AS
60612 EKSPORTVEGEN AS
62037 VEGFINANS AS
62724 E134 AKRAFJORDEN
63771 FERDE AS
63775 FERDE AS
63789 FERDE AS
63836 FERDE AS
63860 FERDE AS
63926 FERDE AS
64076 FERDE AS
64134 FERDE AS
64149 FERDE AS
64554 VEGAMOT AS

Registration of incoming invoices

It is important to check for incoming invoices, enter correct posting and send them on flow regularly
to make sure there will be time for Mesta to approve the invoices before due date.

Which accounts to post the invoices to and how to split the amounts between VAT codes is described
in the sections for each supplier/cost allocation. If it is urgent to send the invoices on flow, then find
the split between VAT codes before finding the correct accounts and work orders for the cost
allocations.

Check for invoices in Registrering av inngående fakturaer

Go to Arbeidsflyttransaksjoner and search up each of the supplier numbers by entering the supplier
number in the column for Lev.nr. and click F7.

Check the status in the 2 first columns. If the text in “Steg” is “1. anviser” it means that the invoice is
already on flow. Check that the accounting is correct. If it is correct just go out of the invoice in
Agresso without saving. If it is not correct contact PO in Azets to figure out what to do (until we get a
clear routine for this).

If the status is “Attestant” the invoice is not handled by anyone and it necessary to enter correct info
and send it on flow.

The account number will be 9997 for these invoices, so it obvious that the account needs to be
changed.

Click on the icon “Endre rad” to change the active row. The accounting info for that account will then
be moved to the top of the picture. Enter correct account, Orgtil (EX) and amount. Save with F11.
Make sure to divide the cost amount to several rows if amount must be split between different
accounts and/or VAT codes.

If it is necessary to delete a row, press Ctrl + X

Click on the row with account 2400 and click F11.

By clicking on F11 the row will be marked as complete with an X in the first row. All rows must have
an X in the first column before the voucher can be completed.

Make sure that the amount in the column Beløp sums up to zero. The amounts in “Registrert beløp”
do not have to be zero if VAT codes are used.

When done, click F12 to save the invoice; click OK on the message that appears, and then click F12
once more to send the invoice on flow.

If some invoices are not sent on flow, choose Manuell distribusjon.

Preparing the cost allocations

For most of the cost allocations, it is necessary to find work orders based on registration numbers.
The report Maskinoversikt can be used to find the correct WOs for the materials. The report can be
used for all the cost allocations. After retrieving the report once, it can be copied to the other cost
allocations. However, it is important to retrieve a new report each month and ideally also later in the
month. This is because there are many changes in the list during the month due to ownership
changes, creation and closing of materials. If the list is not newly updated it can cause more
challenges when posting the voucher.
The report Maskinoversikt can be found here:

Extract the report to excel.

Move the columns so that the Regnr will be the first column and Materiellnr. the second column.

Copy the column Prosjekt and insert it to be column no. 3 and insert a new column (no. 4) and name
it AO.

Click on the row D to mark the entire colum and then change the format to Tall (numbers).

Add “-MATR” to all project numbers by using the formula =C2&”-MATR” in D2 and copy the cell to all
rows.

Copy column D and paste in the values in the same column. The purpose is to have values instead of
formulas in the column.
Delete the column for Projekt. It will then look like this.

Paste in the list in a separate sheet for all the cost allocation and name the sheet “Maskinoversikt”

The routine for looking up the work orders and to handle the rows with missing WO is quite similar
for all of the cost allocations.

Insert two new columns to the right for the column with registration numbers and name them
Matr.no and AO. Then add formulas in those columns to look up the material number and the work
orders.

This is an example of how it can done:

Enter a FINN.RAD (VLOOKUP) formula to find the associated Material numbers.

Enter a FINN.RAD (VLOOKUP) formula to find the associated WO to the material numbers.

Copy the formulas to all the rows.

Set filter and filter on AO without number

First, filter on all numbers in the column for registration numbers that are not reg. no. but material
numbers. Copy those numbers to column for Matr.no. Note that it is only possible to copy-paste to
cells in subsequent numbers, so it is necessary to do the operation several times.

Then filter on each of the reg. numbers that does not have an AO number.

Search up each reg.no. in Agresso – ALLE Materiell.

This can be used to search for a specific registration number or material number. The search return
work order, status (open or closed) and other info.
Enter the Arbeidsordre in the excel sheet. If the material is closed (Status=C), delete the Matr.no.

If the AO is not available here, click on the material and find the AO on tab 2-Hovedbok or tab 6.

If the material is closed in Agresso before the transaction dates on the charges, it means that Mesta
is still charged for use of the material even though it is not owned or leased by them. In that case, a
message must be sent to Jan in Mesta (check with Vidar).

For the materials that still cannot be found in Agresso, search them up in the public vehicle register

https://www.vegvesen.no/kjoretoy/Kjop+og+salg/Kjøretøyopplysninger

Some of the vehicles have an alternative registration number. In that case, replace the reg. no in the
list with the other one. In the example below, the list from Autopass is showing the number
XV68010, but the alternative number is XV71730. Replace the old number with the new one in the
excel list.
Fjellinjen
Supplier 64360

Log in to minside.autopass.no

Go to minside.autopass.no. Choose English language and click “users outside Norway”

How to log into this web portal as a foreign must be investigated………..

Choose the first agreement (avtale) Fjellinjen Utsteder from the list.

Click on “Faktura” (invoice) to see the list of invoices. Find the new invoice(s) and click Vis faktura to
show the invoice in PDF (optional).

Click “Gå til passeringer” to see the list of transactions

Then click on “Exporter til fil” to download the file. The file name should contain the invoice number
and total amount. For instance: Fjellinjen_faktura_6759267949 kr 175 187,00. The file should be
saved to the folder Kostnadsallokeringer-Work to be done

Sett filter and delete all rows with amount = 0 in the column for “Beløp”

Insert a column after MVA and name it “Net amount”. Add a formula to subtract the VAT from the
gross amount (“Beløp” – “MVA” = “Net amount”) to all the rows.

Insert a column before Beløp and name it Account

Filter all transaction with VAT amount and enter Account number 4815 for those rows.
Enter account 4814 for all other rows. Remove the filter

Insert 2 columns after Registreringsnummer and name them Matr.no and AO

Enter a FINN.RAD (VLOOKUP) formula to find the associated Material numbers.

Enter a FINN.RAD (VLOOKUP) formula to find the associated WO to the material numbers.

Filter on columns without AO:

Then filter on Reg. numbers that are not reg numbers (not on the format 2 letters – 5 digits).

These are material numbers so enter numbers into the column for material numbers
Open this list with materials with special handling saved in the folder: R:\15 Azets\2 -
Regnskap\2020\04 - Kostnadsallokeringer og avsetninger\Templates

The list have these materials as of 14.2.20:

Filter the list on each of these materials and enter the associated work order. If the material does not
have a material numbers, delete the “#I/T” in the cells.

Look up each of the remaining registration numbers in Agresso by using this report:
Search for the reg number. Then enter the “Arbeidsordre” in the AO column. Delete the content of
Matr.no. if the material is closed. In this example, the material is closed and that is the reason why it
did not appear on the “Maskinoversikt”-report. We cannot post transactions to closed materials.

If a material is sold and closed in Agresso it is necessary to terminate the agreement.

Check if the transactions from Fjellinjen are dated after the material was closed. If so, it is necessary
to close terminate the agreement.

Do this by going to Brikker – Fjern kjøretøy and search up the registration number.

Then confirm to delete this vehicle.

If the total amounts on the excel report is different from the total of the invoice check the PDF
invoice and go the page where the total invoice amount is shown. It is not the last page on the PDF,
but it is one of the last pages.

Amounts regarding “Brikkedepositum” and “Tilbakebet for dep.” Must be summed up and the total
can be added to end of the excel report with work order 000017-0006
Add the Reg. numbers for all negative EasyGo transactions and copy the formulas regarding material
numbers and work orders. The total of the deposits should be added as one sum with WO 000017-
0006. Normally there are no deviation, but if there is a minor deviation it can also be posted to WO
000017-0006.

Calculate the total of the 3 columns with numbers

Add the info below the invoice report (or copy it from a previous report).

The invoice amount “Sum faktura” must be found on the invoice in Agresso and not from excel
report. The reason is that the amounts might differ.

Add the VAT (mva) amount in row above the total amount

The amount for “Account 4815” is to be calculated as the basis for the VAT. Make a formula (For
instance like this: =D3887/12*100 where D3887 refers to the “Sum faktura” amount and 12 refers to
the actual VAT rate. If the VAT rate is 6 divide by 6 instead of 12.

Then calculate the amount to be posted to Account 4814 by subtracting the amounts regarding
“Account 4815” and “VAT/mva” from the “Sum invoice/faktura” amount.
Enter VAT-code 0 for account 4814 and 7N for account 4815.

Calculate the VAT rate by dividing the VAT amount by the amount for Account 4815. It should be
exactly 12% (or 6%)

The invoice must be posted correctly in Agresso – Registrering av inngående fakturaer.

Make sure to post the amounts correctly to 4814 with VAT code 0 and to 4815 with VAT code 7N.

If it is necessary to check the actual VAT charged on the invoice, the specifications can be found on
the last pages of the PDF. To get the total VAT amount, make a total of all the specifications. The
basis for VAT can be found by dividing the VAT amount by 0,12.

Save in Kostnadsallokeringer – Work to be done.

Auto Plan AS
Supplier: 64598

Vidar: I have requested access for two of you in AIR to Autoplan.no.

Search up the invoice in Spørring mottaksregistrerte poster.

Scroll down to the page where the total amount and the VAT is stated.
Log in to Auto Plan AS – autoplan.no

Click Logg inn and choose “Logg inn med epost”

Enter the email: vidar.mathisen@azets.com and click «Send engangskode»

Vidar will then receive a one-time access code. Ask Vidar on Chat to forward the code to you.

Enter the code and click Logg inn.

Go to Rapporter and then Bilflåte. Choose the month that the invoice is issued for. Example: If the
invoice date is 10.3.20 the period is to be 03/01/2020 – 03/31/2020.
Make total of the amounts in columns J and K and check that the total amount is equal to the
amount of the invoice found in Agresso.

Delete column Kostnadssted (content 000017-FIN1)

Set in the column for Account and Period before the original column I and a column for VAT between
“Beløp” and “Beløp ink Mva”.

Insert also columns for “Matr.no” and “AO” after “RegNr”

Set filter for “Beløp” and all zero amounts. Delete all those rows.

Enter the formula =M2-K2 in cell L2 and copy to formula to all rows.

Go to the file Template Autoplan NY and copy the two sheets into separate sheets in the invoice
report file.

Go to the column Account (I) and enter the following formula in cell I2:
=HVIS(H2<>"FIN.LEIE A";(FINN.RAD(H2;Accounts!$A$2:$B$9;2;USANN));FINN.RAD(K2;Accounts!
$A$43:$B$90;2;USANN))

Copy to cell to all cells below.

The formula find account numbers based on “Fakturagruppe” according the lists in the sheet
Accounts. Transactions regarding “FIN.LEIE A” are split on different accounts based on the
description in the column: “Faktura-Beskrivelse”

Some transactions will remain without account number and it is necessary to do a manual job to find
the correct accounts. See the list in the tab Accounts. Find words in column C in “Accounts” and
search them up in “Faktura-Beskrivelse”. It is not necessary to search up all the words, but by one
can compare the list of remaining transactions without account numbers with the list of search
words.

First, search up “leie” and enter the account 4624 for all those rows.

Then continue with other words.

There will still be a few rows without account. Enter account 7790 for those rows. If there are many
transactions, it is best to check with the PO in AIN

Sort the list on AO for cells without AO numbers.

Then choose only the first RegNr

Search up (F7) the Reg. number in ALLE Materiell

The status will normally be C-closed which explains why the AO was not found from the list pasted
into the excel file.

Enter the AO into the sheet and delete the Matr. no. for all rows regarding that reg.no.

Filter the next reg.no on the list and repeat the steps above.

The cost are to be split between the current period and the next period. The tab Periods has a list of
the different “Fakturagruppe” that are to be posted in the current and in the next period.

Filter “Fakturagruppe” on the types that are to be posted in the current period, and enter the period
number in the column for Period.
Do the same for the types regarding the next period.

If there are new types that are not covered, contact the PO in AIN.

The list “Maskinoversikt” must be added to a separate sheet. Copy it from another cost allocation if
the list is from the current period. It can eventually be retrieved directly from Agresso. See separate
description about how to retrieve the list.

Add these formulas in T2 and U2:

=FINN.RAD(S2;Maskinoversikt!A:B;2;USANN)

=FINN.RAD(T2;Maskinoversikt!B:C;2;USANN)

Filter the list on materials without a work order (column U – AO).

Look up each of the RegNr without AO in Agresso by using the search: ALLE MATERIELL

Enter the work order and delete the content of the cell Matr.no. The reason that the material is not
returned with the formula, is normally that the material is closed. The material number must be
deleted because transactions cannot be posted to closed materials.
The numbers of reg. numbers without AO can be long. An alternative method of finding the AO
numbers is:

Make an inquiry for all materials:

Export the list to Excel and set a filer. Filter column J – Status by “C” and column A by the material
numbers starting with 6.

Copy the content and paste it into a separate sheet in the cost allocation file with the name “Closed
materials”.

Enter this formula in column AL in the main sheet.

This column will now show the AO’s for the closed material.

Paste or enter these AOs into column U (AO).

There will still be some reg. numbers without AO.

Try to search up the reg.no in Agresso by using ALLE MATERIELL

If the reg.no is not available, look up the material number instead.

Make totals of the columns with amounts.

Enter the amounts from the invoice and calculate that deviations.
Enter info about inv. number and: “Supplier: 64598 Autoplan” and the totals below. The calculations
formulas can be copied from the voucher from the previous month.

Copy the VAT amount from the Invoice to the row for Basis VAT 25% and calculate the basis amount
and the gross amount. Then subtract the Basis 25% amount from the total net amount to find the
amount for Basis VAT 0%

Go to “Registrering av inngående faktura” in Agresso, search up the invoice in

Arbeidsflyttransaksjoner and enter the accounting info split on rows with VAT code 1N and 0.

Account: 1700 Work order: 000017-FIN1

Cost allocation Autoplan (in progress)

Copy the content of column I to U from “Invoice” into a separate sheet with the name “Worked
input”. Paste in values only.

VAT cannot be deducted for smaller cars. These cars are “personbil” (passenger cars) and “Varebil kl.
1” (small vans). The type of cars are given in the column “Kostnadsstedkode”

Filter by «Personbil» in column P - Kostnadsstedkode

Copy these transactions to a separate sheet. The sheet can be named “Personbil”.

Also, filter on “Varebil kl. 1» and also copy those transactions into the same sheet as those regarding
«Personbil»

Most of the transactions are regarding the current period, but some transactions regarding rental are
for the next period. Therefore, it is necessary to separate those transaction

Filter the report in the sheet “Personbil” on the rows with period in the next period and copy those
to a separate sheet with the name “4624 P YYYYMM”. Delete the rows with period in sheet Personbil
and rename the sheet to “Personbil YYYYMM” naming the current period.

Filter the report in the sheet “Worked input” on the rows with period in the next period and copy
those to a separate sheet with the name “4624 YYYYMM”. Delete the rows with period in sheet
Personbil and rename the sheet to “Worked input YYYYMM” naming the current period.

Make Pivot tables like the one below showing Account, Matr.no, AO and Beløp. For “personbiler”
also add VAT and Beløp ink MVA.

At the end of the Pivot for “Personbil YYYYMM” add the numbers regarding “Personbil” for the next
period as well and summarize the numbers.

Add one row for calculating the basis and gross amounts for VAT. Enter the VAT amount below and
calculate the net amount by dividing the VAT by 0,25. Then summarize the gross VAT amount.
Go to voucher and enter the text “Fordeling Autoplan fakt” + invoice number.

The first amount is the total of the invoice posted to account 1700.

The second and third amount is total amount for the rest is to paid in the next period for “normal”
cars and for “personbiler” (KL1)

The 4th and 5th amount is an adjustment for VAT. The amount is the net amount calculated from the
actual VAT amount for “Personbil” for both the current and the next period. Enter the amount credit
with VAT code 1N and to debit with VAT code 1U.

The 6th amount is the VAT amount regarding “personbil”

All other amounts are to be pasted in from the Pivot tables for the current month. Net amounts for
must vehichles but gross amounts for “personbil”

Make another voucher with transactions for the next month with posting date and period in the next
month. The totals are to be posted credit to account 1700.
YX:
Supplier: 61072 Account: 4811 AO: 000002-0001

The correct posting can be registered in “Registrering av inngående faktura” before doing cost
allocation. This is because the entire amount is to be registered with VAT code 1N.

The detailed report are sent from Drivstoffkort.Felles@mesta.no

Open the report and also find and open YX allocation from last month. Copy the list of the relation
between Card numbers and WOs into a separate sheet.

Go back to the invoice report, which can be named “YX invoice”

Change name of column O to “AO” and enter the formula below to look up the work order from the
sheet “Card numbers and AO”.

=FINN.RAD(N10;'Card numbers and AO'!A:B;2;USANN)

Filter the transactions without Work order.

In the column Y the employee numbers and names are given.

Look up employee numbers in the resource register to find work order. This can be done by going to
“Spørring ressurser” in company 99. The WO is listed in the sheet 3 – Relasjon. The work order for
this purpose should end with –MATR.

Add the new numbers and the associated work order to the list of card numbers. In this way the
correct WO will appear in the list of transactions and the list will be ready to use the following
months.

WEX Europe Services AS (ESSO)

Supplier no. 57942

To get the invoice report in excel follow these steps:

1. Go to www.essocardonline.com
2. Enter Issuer Code: 703319
3. Enter User ID 0045939906
4. Enter Password: mestabesta
 5. Click Fleet Management

6. Click Downloads and then click the last link

Make sure the Invoice Period is for the previous month and click Download.
Download the invoice and save it with the name like “Esso invoice 00055618 kr 199354,84”

Insert 3 columns between X “Rebate..” and Y “Invoiced…”

Name the columns AO, Net amount and VAT.

Column AB “Invoiced supplier price” is gross amount.

Calculate the VAT in column AA by multiplying the gross amount in column AB by 0,2

Calculate the Net amount (Z) in column Z by subtracting the VAT (AA) from the gross amount (AB)

Find the tab AO in the voucher from last month and copy the data into the new excel file. Give the
tab the same name.

Enter the formula below in the cell Y to look up the work order based on the text in the column K
“VRN/Driver” and copy to formula to all rows below.

Formula =FINN.RAD(K2;AO!A:B;2;USANN)

If there are any card numbers (kortnummer) that are missing WO after looking up, look up the PDF
invoice. On the invoice, the employee numbers can be found for each card. Look up that employee
number in the resource register to find the correct work order. It is also possible to search up the
employee in Agresso just by the name. Make sure to add the employee and AO to the tab AO to
make sure it will not be necessary to do the manual search in the future. The text in the column
“VRN/Driver” must be added.

De Lage Landen Finans Norge (DLL)

Supplier no. 5767

It is important to know that the invoices from DLL are received in the month BEFORE the actual cost
is regarding. In the example below the invoice date is 3.2.20 but the cost is regarding March.

First, find the latest invoice in Agresso by searching up the supplier no. in “Registrering av inngående
fakturaer” and go to the invoice and see the invoice number.
It is necessary to ask the supplier for the invoice in PDF format. Send a ticket to
supportnorge@dllgroup.com and ask for the actual invoice number in PDF format (Example: Ticket
553665286). DLL normally replied within an hour or two.

Upload the invoice to Agresso as attachment to the invoice.

Register the invoice on account 4624 with VAT code 1N and AO 000017-FIN1

Click on Periodisering to periodize the voucher until next month. Choose “1 mnd fordeling” and enter
the next period as the start period.

Click OK and press F12 two times to send the invoice on flow.

Open the file Template DLL NY saved in the Templates folder:

Change the period in column G to the actual period.

Open the invoice for the period. Make sure to not use invoice for the next period if that is already
received.

The vehicles are the same each month and the percentage allocation is given in column J.

Enter the net invoice amount in cell below last row in the report. The fee amount of NOK 85 must be
deducted from the amount.

Enter a formula in cell I2 to calculate the amount for that row by calculating the invoice amount with
the percentage from column J.

Check if the last item on the PDF invoice is matching with the last item on the excel list. If there are
new materials, it is necessary to ask DLL to send a new allocation report.
Add info about which month the allocation is regarding. If the text on the invoice is “Leie for
perioden 01.03.2020-31.03.2020” the period is March.

Save the template with the new info and also save a copy in the Work to be done folder with the
name DLL+invoice number+period.

Tolls (bompenger)
Mesta receives invoices for tolls from several other suppliers than Fjellinjen. Those invoices are
booked on work order 000017-0006 and must be allocated to the work orders for the vehicles.

To get an overview retrieve the transactions to WO 000017-0006 for the current and the previous
period. It is necessary to check the transactions from the previous period to check if any invoices
have not been allocated yet. Alternatively, update the reconciliation in Adra Accounts.

Check all the invoices that are not already allocated. The exception is invoices from Fjellinjen that will
remain in the account.
All of these invoices and specifications can be found on the website Autopass.no. The invoices can
also be found in Agresso. Look at the invoices to see if the invoice have reference to one, two or
several different vehicles.

In the example below, the registration number (2 letters and 5 numbers) is given as a reference.

For other invoices, there is a list of transactions for different vehicles. To open the invoice in a better
format, click on the document icon and then click “Vedlegg til Elektronisk faktura” and open the PDF.

In the example below, the transactions are only regarding 2 different vehichles.

It is optional to make a separate voucher for this or to add this invoice to the voucher for small toll
invoices.

Routine for toll invoices regarding one or two vehichles

Open the voucher “Toll [month+year] small invoices” from the Work to be done folder or make a
new one from the voucher from the previous month. (The routine below was previously regarding
“Flere fakturaer”)

In the sheet Invoices, paste in / enter the info about the invoices

Copy the amounts into the voucher with the opposite sign. and copy the supplier names and invoice
numbers into the column Q and R. Enter account 4814 and 000017-0006 for all these rows.
Then add the reg. number from the invoice. Split the amount if there are 2 vehicles on the invoice
and copy the supplier name and inv. no. to each row.

Go to ALLE Materiell in Agresso and search up each of the reg. numbers and add material numbers
and work order to each row.

Copy the date regarding material no., AO, amount, supplier and inv. no. to the voucher.

Search up the reg.no. in Agresso “Alle Materiell” to find the material number and WO numbers.

Enter all the data in the sheet.

When all the invoices for the month are entered into the sheet, make sure the voucher will be
booked.

Toll invoices regarding several vehicles

If the invoice has transactions regarding several vehicles it is best to retrieve the report from the
internet portal and make a separate voucher.

Go to minside.autopass.no. Choose English language and click “users outside Norway”

How to log into this web portal as a foreign must be investigated………..

In this internet portal reports for most of the toll companies are available. Some invoices cannot be
found on Autopass.no or Fjellinjen.no. Those invoices are only regarding one vehicle. The registration
number is listed on the invoice for these.

Find the company from the list of agreements.

Some suppliers might have more than one agreement. Check that the number is mathing with the
reference on the invoice.
Click Faktura and find the invoice with the correct amount. Then click “Gå til passeringer”

Click “Eksporter til fil” to retrieve the transactions to Excel.

ST1 Norge AS (Shell)
Suppl. no.:1809. Account: 4813: Work order: 000002-0001 Ressnr: 440601 Orgtil: EX

The invoice must be posted in Agresso with a split on amounts with and without VAT.

Go to registration of incoming invoices and search up the invoice.

On the first page, there is an overview of the invoices. In this example there are 3 invoices charged
on the same voucher. The last one is regarding Sweden which are not VAT deductible.

The different invoices are listed in the PDF with a specification of VAT for each of them.

Find the VAT amount for the largest amount (Ex. 322 146,96). Because the invoice has 2 different
VAT rates it is necessary to calculate the basis for the 2 different VAT codes.

Divide the amount by 0,25 to get the basis for VAT (ex. 1 288 587,84)

Take the total invoice amount and deduct the VAT amount and basis for VAT to get the basis amount
exempt VAT. (Ex. 1 611 112,71 – 322 146,96 – 1 288 587,84 = 377,91). Enter the basis amount with
VAT code 1N and the basis amount exempt VAT with VAT code 0.

On the second largest invoice in this example, the entire amount is basis for VAT, so to get the basis
amount take the gross amount and divide it by 1,25. (Ex. 52 350,09/1,25=41880,07.

Enter that amount with VAT code 1N.

Then enter the amount regarding Sweden with VAT code 0. (Ex. NOK 1 692,04).

The posting of the invoice will then look like this:

Make sure to save the invoice and send it on flow by clicking F12 two times.

The routine for cost allocation is already described in the original GL 1.2 routine.

Circle K Norge AS
Suppl. No. 46238

Go to registration of incoming invoices and search up the invoice in “Arbeidsflyttransaksjoner”

Enter all the amounts to account 4813 Dim3=440601 AO=000002-0001

The amount ex. VAT should be registered with VAT code 0 and the remaining net amount with VAT
code 1N.

See GL 1.2 for the next steps for cost allocations.

Autopassferje
Supplier: 2171 Skyttel AS
This is not an ordinary cost allocation like those who are based on an incoming invoice. Mesta AS has
made a prepayment for use of ferries to Autopass/Skyttel AS which means that they have a balance
at the supplier.
As they are using the ferries and getting the monthly reports according to the use for the month. are
using the ferries and of use, the balance will be reduced.

Go to autopassferje.no and choose log in. Enter phone number, click log in and enter the code
received on your phone. (Access must be given in advance. Vidar can add new contacts. Roxana,
Alina and Vidar have access).

Go to Passeringer

All the transactions for the entire, previous month must be retrieved. But there are too many
transactions in one month to show all of them at the same time. Therefore, it is necessary to limit the
numbers of transactions. The message below is saying that it is showing 1000 results out of 1950. If a
message like this appear, it is necessary to limit the date range.

Retrieve 3 separate reports with the intervals 1.-10., 11.-20 and 21.-30./31.

Click “Hent passeringer” to show the transactions and then “Last ned CSV” to retrieve the CSV report.

Paste the data into the same excel report.

Add a sheet and name it “Maskinoversikt”. Find the list in another recent cost allocation and paste it
into the sheet.

Add columns for Matr.no., AO, Konto, Basis VAT 0 and Basis VAT 7N.
Enter FINN.RAD (VLOOKUP) formulas to find the material numbers and work orders.

Add account 4815 to all rows in the column Account

Add the formula =K3/0,12 in cell J3 to calculate the basis for VAT 12%

Add the formula =L3-K3-J3 to get the basis for VAT 0%

Delete all small amounts (between -0,99 and 0,99)

Copy all formulas and account 4815 to all the rows with content.

Set filter and filter on AO without number

First, filter on all numbers in the column for registration numbers that are not reg. no. but material
numbers. Copy those numbers to column B. Note that it is only possible to copy-paste to cells in
subsequent numbers, so it might be necessary to do the operation several times.

Then filter on each of the reg. numbers that does not have a AO number.

Search up each reg.no. in Agresso – ALLE Materiell.

Enter the Arbeidsordre in the excel sheet. If the material is closed (Status=C), delete the Matr.no.

If the AO is not available here, click on the material and find the AO on tab 2-Hovedbok or tab 6.

If the material is closed in Agresso before the transaction dates on the charges, it means that Mesta
is still charged for use of the material even though it is not owned or leased by them. In that case, a
message must be sent to Jan in Mesta (check with PO in AIN).

For the materials that still cannot be found in Agresso, search them up in the public vehicle register

https://www.vegvesen.no/kjoretoy/Kjop+og+salg/Kjøretøyopplysninger

Some of the vehicles have an alternative registration number. In that case, replace the reg. no in the
list with the other one. In the example below, the list from Autopass is showing the number
XV68010, but the alternative number is XV71730. Replace the old number with the new one in the
excel list.
If there are still reg. numbers without AO, look into the voucher for the previous month and search
for the reg. no to see what the related AO is.

Filter the column with all minor amounts except 0,00 (-0,50 – 0,50), delete the amounts and replace
them with 0,00

Make totals of all the columns with numbers and enter info about supplier, account, AO and text
(which eventually can be found on the voucher from the previous month)
Save the file as an excel file to the folder R:\15 Azets\2 - Regnskap\YYYY\04 - Kostnadsallokeringer og
avsetninger\Kostnadsallokeringer - Work to be done

File name: Autopassferje + month name + year.

A specification in PDF of the VAT for the previous month is received in OTRS sent from “AutoPASS for
ferje”. See example below. The attached PDF file must be saved to same folder. Name it with the
same name as the excel file but add “VAT report”. The file should be attached to Agresso when
posting the voucher. The ticket can be closed as soon the file is saved.

BAHS Kapital AS (Supplier: 59968)

Mesta occasionally receives invoices from BAHS Kapital AS.

The invoices are special in the way that the entire amount is VAT. The users in Mesta might not know
how to book these invoices correctly in Agresso, so Azets must check for these kind of invoices and
ensure correct posting.

In the example below, the total VAT amount (Total moms) is NOK 525, which is also the amount to
pay. The basis (Momsgrunnlag) is NOK 2100.
Go to “Registrering av inngående fakturaer” in Agresso and search for supplier 59968 in
Arbeidsflyttransaksjoner. Enter the basis amount with VAT code 1N on account 6790 and then enter
the same amount with the opposite sign with VAT code 0.

Vektårsavgift
Supplier: 63817 Skatteetaten

Account: 7790

Work order: 000002-0001

Mesta is being charged for «Vektårsavgift» 2 times a year. The report is available in Altinn from the
beginning of January and from the beginning of July.

Login to Altinn (currently only available for AIN) and search for “vekt”, click on the post regarding
“vektårsavgift”and save the xlm file. Open it from Excel and add work orders by using the
“Maskinoversikt”
Open an excelerator template and import the xml data

Name the sheet “Invoice” or “Faktura”

Convert the numbers in column to number format (Data – Tekst til kolonner)

Insert 2 columns after columns F and name them Matr.nr. and WO.

Insert the “Maskinoversikt” and add the WO’s as described above in the chapter: “Preparing the cost
allocations”

Make a pivot table and prepare the voucher posting the costs to account 7790 with dim3 (material)
and dim4 (work order)
Control of account 1582 Utlegg (Disbursements) – In progress
Check the account 1582 at the end of each month. This account is used for disbursements and the
balance should be zero. If not, investigate which transactions that are causing the balance. Normally
it is regarding a specific invoice that has been invoiced to a customer. Find the actual invoice and find
which account and AO the invoice is booked to. Then reclass the amount booked to account 1582 to
match the original invoice.