# Expense presets

> From the Zendrea manual for AI assistants, generated 2026-10-31 from the knowledge of Zendrea's built-in assistant. All topics: https://www.zendrea.ch/llms.txt; all of them in one file: https://www.zendrea.ch/llms-full.txt. Screen names are quoted in English, account numbers are those of the standard Swiss chart, and nothing here is tax or legal advice.

The expense form has a preset dropdown that sets the default expense account **and a default VAT treatment** (the VAT radio above): most categories default to **VAT inclusive** (deductible input VAT); VAT-exempt ones (insurance, banking fees, taxes, rent, training, membership, commercial-register fee) — and custom/[Custom] accounts, where the account is unknown — default to **No VAT**. It's only a starting point: the user overrides the radio per booking (e.g. to Acquisition tax for a foreign-service invoice). Built-in presets cover common categories (rent, IT, travel, etc.). Users can also create **custom presets** — full booking templates: besides label and expense account they can carry a **default amount, default description, the VAT treatment, and a direct bank/cash paid-from**; selecting the preset prefills all of it (every field stays overridable) — the classic recurring monthly booking (bank fees, rent) becomes one click plus the date.

In the preset dropdown, custom presets carry a small person icon before their label — that marker means "user-created" (either scope), while unmarked entries are app built-ins. Presets are stored **on the server**, so they survive browser and PC changes and live in backups. Each custom preset has a scope, chosen by a checkbox at creation: by default it is available in **all the user's companies** (a preset library built in a test mandator is ready when the real one is created); ticking "Only for {company}" instead attaches it to the current mandator, where **every user of that mandator** sees it. Built-in presets stay app-defined; a user's tweaks to them (rename, hide, order) are personal and follow the user.

Preset management features:
- **Add preset** — inside the expense form, click the + button next to the preset dropdown. The dialog shows every template field directly: label, expense account, payment source ("Kreditor / auf Rechnung" for on-account, a NAMED creditor so the preset always books against that supplier, or a pinned bank / cash / credit-card / shareholder-loan account), default amount, VAT treatment, and default description. Named creditors are only offered while "Nur für <company>" is ticked, because creditor numbers are per company; that box is TICKED by default on a new preset, and the user unticks it to build a preset that follows them into all their companies (which then cannot pin a creditor). It opens PRE-FILLED with whatever the form currently holds — so the natural flow to save a recurring booking as a template is: fill the expense form once, click +, name it, save. (The VAT field is hidden while the period is not VAT-registered.)
- **Manage presets** — click the sliders button next to the preset dropdown to hide/show, reorder, or delete presets (the dialog shows each custom preset's scope). The pencil on a **custom** preset opens the full edit dialog (label, account, amount, VAT, payment source, description, and the scope tickbox); on a built-in preset it renames the display label only, since built-in accounting defaults are app-defined. Changing the scope moves the preset between "this company only" and "all my companies", keeping its bookings' history intact; moving it to all-companies clears a pinned creditor, since creditor numbers mean a different supplier in each company. Built-ins can be renamed and hidden, but not deleted.