PRING HelpDecide accounts on expense claims
Press Decide accounts on the expense claim. For each line, answer the questions and get a proposal from Decide by rules or Ask AI. The AI only proposes; a person (the approver) decides. AI proposals are not tax advice. An ordinary submission needs no confirmed account, but approval stops while any line has none. After approval, journal entries are created and can be exported as CSV.
Steps
The AI only proposes an account. A person (the approver) decides. The screen also says "AI proposals are not tax advice. The approver is responsible for the confirmed account." Check a proposal before you use it.
1. Enter the lines and press Decide accounts
On the create or edit screen of the expense claim, enter the category, date of use, details or counterparty and amount in each line. Press "Decide accounts" (勘定科目を判定) at the top of the screen. The "Account decision" dialog opens and lists the lines one by one. Each heading looks like "Line 1: 会議費, 18400". If the button does not appear, ask your administrator to check the settings.
2. Answer the questions
For each line, the questions for its category appear. For meetings and entertainment, for example, you are asked whether anyone from outside the company joined and the total number of people (including you). Always answer a question marked "Required". A category without questions shows "No questions for this category". The answers are written automatically to the answers field of the line.
3. Press Decide by rules
PRING checks the rules your administrator wrote from the top and proposes the first one that applies. You see something like "Proposal 接待交際費 (6260) 100%", with the reason "Matched rule: <name>". If no rule applies you see "No rule matched. You can ask the AI for a proposal." If a required question is not answered you see "Please answer: <question>" and nothing is decided.
4. If the rules cannot decide, press Ask AI
"Ask AI" appears only when your administrator has turned the AI on. When you press it you see "Thinking…" and then the proposal is entered. The AI looks at the contents of the line, your answers, the list of accounts and examples your company confirmed earlier, and returns an account, a tax class, a confidence and a reason. If it has runners-up you see "Next: …". If no key is registered you see "The AI key is not registered…"; if it could not answer you see "Could not get a proposal from the AI. Please try again later." The AI only proposes. AI proposals are not tax advice.
5. Check the proposal and fill in the confirmed account
The confidence is shown beside the proposal as a percentage. Below 60% the proposal turns orange and says "Low confidence. Please check the proposal." To take the proposal, press "Accept proposal": the confirmed account and tax class are filled in and you see "Confirmed". To use another account, choose it from the "Confirmed account" drop-down; the tax class becomes that account's default. A proposal is only entered in the proposal fields: the confirmed account stays empty until you fill it in.
6. Save and submit
Press "Close". What you entered is now in the form on the screen. Press kintone's Save to save the record. You can submit the claim even if the confirmed accounts are empty. If the proposals are right you may fill them in first with "Accept proposal", but the approver is the one who confirms. Submitting and sending back are not stopped when a confirmed account is empty (unless a conditional route makes the submission go straight to the approved status).
7. The approver confirms and approves
On the detail screen, the approver presses "Decide accounts" to check the proposal and confirmed account of each line. The detail screen is read-only: neither the questions nor the confirmed account can be changed there. For a line with no confirmed account, or one you want to change, open the record in edit mode, choose the confirmed account from the same button and save (edit permission is needed). The approver is responsible for the confirmation. When every line has a confirmed account, press the approval action. If a line has none, you see "1 line(s) have no confirmed account. Check the proposals and fill in the confirmed account before approving." and approval is stopped. Sending back and rejecting are not stopped.
8. Export the journal after approval
When the expense claim is approved, the confirmed accounts are kept in a history and journal entries are created. On the list screen, press "Export journal" at the top, choose a period and press "Export" to save the journal entries of that period as CSV. For one claim, press "Export journal (CSV)" at the top of its detail screen.
Three steps decide an account
- Rules: your company’s questions and conditions decide what they can.
- AI proposal: for lines the rules cannot decide, you can ask the AI. The AI only proposes.
- A person confirms: you look at the proposal and fill in the confirmed account. The approver confirms and is responsible for it. The person who submits may fill it in first, using the proposal.
AI proposals are not tax advice.
Reading the Account decision dialog
| Where | What it shows |
|---|---|
| Notice at the top | “AI proposals are not tax advice. The approver is responsible for the confirmed account.” |
| Line heading | The line number, category and amount, like “Line 1: 会議費, 18400”. The counterparty follows if it was entered |
| Questions | The questions for the category. A “Required” mark means the decision does not start until you answer |
| “Decide by rules” and “Ask AI” | Buttons that get a proposal. “Ask AI” appears only when the AI is turned on. Neither appears on the detail screen |
| Proposal | The account name and code, the confidence (%), the reason and runners-up |
| Confirmed account | A drop-down to choose the account, “Accept proposal”, and “Confirmed” or “Not confirmed” |
The proposed-account and confirmed-account fields of the line table hold the account code (for example 6260), not the name. A proposal you made earlier stays in the record, so you see it again when you reopen the dialog.
Colours of the confidence
| Confidence | Colour | Message |
|---|---|---|
| 85% or more | Green | |
| 60% or more, less than 85% | Blue | |
| Less than 60% | Orange | “Low confidence. Please check the proposal.” |
A proposal decided by a rule is 100%. The AI’s confidence is a figure the AI gives itself, adjusted for example when it differs from the rule’s answer. Even when it is high, it does not guarantee that the proposal is correct. If you press “Ask AI” on a line a rule decided and the AI chooses a different account from the rule, the confidence is lowered.
When it stops, and the messages
| Message | Meaning and what to do |
|---|---|
| N line(s) have no confirmed account. Check the proposals and fill in the confirmed account before approving. | A line has no confirmed account, so the approval action is stopped. Submitting, sending back, rejecting and withdrawing are not stopped (unless a conditional route makes the submission go straight to the approved status). Fill in the confirmed account of the empty lines in edit mode. Your administrator decides the names of the actions that are stopped |
| Please answer: (question text) | A required question is not answered. Answer it and press again |
| No rule matched. You can ask the AI for a proposal. | The rules cannot decide. Press “Ask AI” or choose the confirmed account yourself |
| The AI key is not registered. Register a Gemini key under AI settings to get proposals for lines the rules cannot decide. | Ask your administrator to register the Gemini key |
| Could not get a proposal from the AI. Please try again later. | Wait a little and press again |
| Could not load the accounting data. Check that you can view the finance apps. | Ask your administrator for permission to view the finance apps |
After approval
When the expense claim moves to the “approved status” your administrator chose (initially 承認済), PRING writes two things.
- History (科目判定の履歴): one record per confirmed line, with the date confirmed, category, counterparty, memo, amount, answers, proposal, confirmed account, whether it differed from the proposal and the claim number. It becomes an “example” for later proposals.
- Journal (仕訳): one record per line (two for a line with tax when tax is entered on two lines). The debit is the confirmed account and the credit is decided by the payment method.
The history and journal entries of the same claim number are replaced each time. If a claim is sent back and approved again, they do not pile up. If the history and journal entries cannot be written, approval is not stopped.
The credit is decided by the value of the item your administrator chose as the payment method field. The account names follow your administrator’s settings (the initial names are shown here).
| Value of the payment method field | Credit (initial) |
|---|---|
| A value containing 仮払, or あり | 仮払金 (advance) |
| A value containing 現金 or 会社 | 現金 (cash) |
| Anything else (なし or empty) | 未払金 (paid by the employee) |
For example, an entertainment expense of 24,000 yen (tax class 課税仕入 10%, rounding down, paid by the employee) becomes the entries below. The tax is 24,000 × 10 ÷ 110 = 2,181 yen (rounded down).
| How tax is entered | Debit | Credit |
|---|---|---|
| One line, tax included | 接待交際費 24,000 yen (tax 2,181 yen) | 未払金 24,000 yen |
| Two lines: net and tax | 接待交際費 21,819 yen | 未払金 21,819 yen |
| 仮払消費税 2,181 yen | 未払金 2,181 yen |
Export the journal (CSV)
| Screen | Button | What is exported |
|---|---|---|
| List | “Export journal” at the top | Choose the “From” and “To” dates in the dialog and press “Export”. The journal entries of that period. The initial values are the first day of this month to today. The file name looks like shiwake-2026-10-01_2026-10-31.csv |
| Detail | “Export journal (CSV)” at the top | Only the journal entries of that claim. The file name is shiwake-<claim number>.csv. Before approval there are no entries, so the file has only the heading row |
The period is chosen by the date of the journal entry (the date of use of the line, or the approval date if the date of use is empty). You need permission to view the journal app.
The CSV is UTF-8 (with BOM) and its first row is the heading. The headings are Japanese in every display language. If a value starts with =, +, - or @, a ' is put in front so that spreadsheet software does not run it as a formula. There are nine columns.
| Column | Content |
|---|---|
| 日付 (date) | Date of the journal entry |
| 借方科目 (debit account) | Name of the confirmed account (for example 接待交際費). The tax entry of “Two lines: net and tax” is 仮払消費税 |
| 借方税区分 (debit tax class) | Confirmed tax class (the account’s default if empty) |
| 借方金額 (debit amount) | Debit amount |
| 貸方科目 (credit account) | Name of the account decided by the payment method (for example 未払金) |
| 貸方税区分 (credit tax class) | Empty |
| 貸方金額 (credit amount) | Credit amount |
| 摘要 (memo) | Memo of the line (the counterparty and details if empty) |
| 申請番号 (claim number) | Claim number of the expense claim |
Related pages
- Set up automatic account decisions: for administrators. The finance set, questions, rules and AI settings
- How to use the Expenses app set: from expense request to reimbursement
- Approval records and step seals: approver and approval date-time records
- Set up AI mapping: register the Gemini key
Frequently asked questions
Do I need confirmed accounts when I submit?
No. Submitting and sending back are not stopped when a confirmed account is empty. What is stopped is the approval action, including any action that moves the claim to the approved status. If your administrator set a conditional route in which a submission goes straight to the approved status, that submission is stopped too while a confirmed account is empty. The approver fills in the confirmed accounts in edit mode and then approves. If the proposals are right, the person who submits may fill them in first with "Accept proposal".
May I use an AI proposal as it is? Is it tax advice?
The AI only proposes; a person (the approver) decides. An AI proposal is not tax advice and does not replace accounting judgement, and it is not guaranteed to be correct. The screen also says "AI proposals are not tax advice. The approver is responsible for the confirmed account." A low-confidence proposal is shown in a different colour, but check the content even when the confidence is high.
I see "The AI key is not registered".
Your company's Gemini key has not been registered yet. The administrator registers it on the AI settings tab of the settings screen. Until then, only what "Decide by rules" decides becomes a proposal. For lines the rules cannot decide, you can choose the confirmed account yourself and carry on.
Some lines get no proposal.
It is one of these. A required question is not answered (you see "Please answer: …"). No rule applies and the AI is not used (you see "No rule matched"). The category is empty or written differently from the category in the administrator's questions and rules. The AI returned no proposal (you see "Could not get a proposal from the AI"). In every case you can choose the confirmed account yourself and carry on.
Can I change the confirmed account later?
Before approval you can choose again as often as you like from "Decide accounts" in edit mode. The detail screen is read-only. If you change a confirmed account after approval, the history and journal entries do not change by themselves. To correct a journal entry, edit the record in the journal app (permission is needed). When approval is repeated for the same claim, the history and journal entries of that claim are replaced.
Where can I see the history?
In the 科目判定の履歴 (decision history) app. Each time an expense claim is approved, every confirmed line becomes one record. If you confirmed a different account from the proposal, 提案と違った (differed from the proposal) is はい (yes). The next time you press "Ask AI", recent confirmations for the same counterparty or category are given to the AI as examples (up to 20).
If I attach a receipt, are the amount and counterparty entered automatically?
What the decision uses is what you entered in the line: category, date of use, amount, tax, counterparty, registration number, memo, reason and the answers to the questions. The image of the receipt itself is not used.
Is what I entered sent to PRING's servers?
"Decide by rules" runs inside the kintone screen and sends nothing to PRING. Only when you press "Ask AI" are the contents of that line, the list of accounts and earlier confirmed examples sent through PRING's server to the AI, using your company's Gemini key. The server does not store them. Accounts, questions, rules, history and journal entries are all in your company's kintone apps.