What Belege (receipt/expense) management does
Belege management is the module in MobilityManager where you capture, tag, review, and pay off fleet receipts and invoices. This article explains what a Beleg (receipt/expense document) is, the lifecycle it moves through, and who can work with it.
What a Beleg is
A Beleg is a single tenant-scoped expense record — a fuel receipt, a toll charge, a maintenance invoice, and so on. Each Beleg has a header (type, date, vendor, currency, optional vehicle and driver mapping) and one or more Positionen (line items) that carry the amounts and financial tags. The header totals are always derived from the line items, so the line items are the authoritative source of the money on a Beleg.
What the module lets you do
- Capture a new Beleg as a draft, with header fields and up to 20 line items.
- Tag each line item with a VAT rate (USt), cost center (Kostenstelle), and GL mapping (general-ledger account), validated against your active financial reference data.
- Attach the scanned receipt or invoice document to the Beleg for evidence.
- Submit the Beleg into a review workflow, where finance can add clarifications, apply financial corrections, and approve it.
- Pay an approved Beleg and see it feed the six-panel expense dashboard and exports.
The Beleg lifecycle
Every Beleg carries a current status plus an immutable history of transitions. The states are:
| State | Meaning |
|---|---|
| Draft | Being captured; fully editable. |
| Submitted | Handed to finance; awaiting pickup. |
| In Review | Finance is reviewing rule outcomes and financials. |
| Needs Clarification | Returned for corrections; editable again. |
| Approved | Accepted; financial snapshots taken; read-only. |
| Paid | Terminal; payment recorded. |
| Rejected | Terminal; not accepted. |
The forward path is Draft → Submitted → In Review → Approved → Paid, with Needs Clarification and Rejected as side paths. Approved, Paid, and Rejected are immutable: their header, financial, and line-item data can no longer be edited.
Note: Only Draft and Needs Clarification Belege can be edited. Once a Beleg is Approved, its cost center, VAT rate, and GL mapping are snapshotted from the current reference data and frozen for audit.
Who can use it
Belege management is a finance and admin area, gated by permissions rather than by role name:
- belege:view — see the list, detail, review queue, and dashboard. Held by FleetManager and SystemAdmin.
- belege:transition — create, edit, submit, and move Belege through the workflow. Held by FleetManager and SystemAdmin.
- belege:mark-paid — move an Approved Beleg to Paid. Held by FleetManager and SystemAdmin.
- belege:correct-financial — retag financials during review. SystemAdmin only, as it is the most financially sensitive action.
The Driver role deliberately has no Belege permissions, so the Expenses navigation and expense data stay within finance and administration.
Related
- Capture a new Beleg and its header fields
- Add line items to a Beleg
- When you can edit a Beleg: editable states
- Attach a receipt document to a Beleg
