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A new expense type can be added as an Admin in three steps –

  • Adding a new expense type.
  • Linking it to categories and adding GL code.
  • Linking it to cost centres (only if you have the expense types limit turned on for cost centres).


 1. Adding a new expense type

 To add a new expense type, select Expense Types under “Setup” section.       

 

 In “Expense Types” page, click on Add Expense Type.

 

 

 In the “New Expense Type” page, do the following –

  • Select the “Type Id” (Please refer to the expense types notes at the end of this document).
  • Enter the expense type name in “Expense” field.
  • Update the “Additonal Generic Fields”, if necessary. (Please refer to the “Generic” expense types at the end of this document.
  • Save the new expense type.

 

Once the expense type has been saved you will need to allocate it to a Category/Categories or a Cost Centre/s


2. Link the new expense type to the categories

 To link the new expense type, please select Category under “Company” section.

 Click on Expense Types link next to the category that you want to link the expense type to.

 

 Once you’re in the category expense types page, you can select the newly added expense type, enter the GL code in adjoining field and click on Save.

 

3. Link the new expense type to a Cost Centre/s 

To link the new expense type, please select Cost Centre under “Company” section.

 Click on Expense Types link next to the cost centre that you want to link the expense type to.

 Once you’re in the cost centre expense types page, you can select the newly added expense type and click on Save.

 

Expense types Notes

  • Expense types are used to categorise expenses. For example, flights, accommodation, car hire or meals. Each expense type has a set of properties which is used for reporting and expense calculation.
  • Expense types can have just a couple of data fields or can be more complex with multiple data fields.
  • Some expense types can have expense-specific fields. For example: The “airfare” expense type includes the trip information fields.
  • expensemanger has two different Expense Types.
  1. 'Generic' expense types include TWO information field. These fields can be mandatory or not, can have specific character length and the field labels are customisable.
  2. ‘'System defined’ expense types have unique data fields, some of which are mandatory. The field labels cannot be changed. These expense types are also used for auto mapping with credit card data feeds
  • Expenses are assigned a general ledger codes used by the client’s accounting system. A General Ledger code is simply a string of characters and a typical code might consist of three parts:
  1. Division code (for example, 6)
  2. Cost centre code (for example, 12), and
  3. Expense code (for example, 123456).
  4. In this case the complete code would be 6-12-123456

 

Generic expense

 

 System defined expense


Available system defined expense types

 

 Entertainment expenses

 Can be set up to have a recipient/guest box and this will automatically display when the user choses this expense type