This section lists all the expense types’ set up in the system. The listed fields include Expense Type category, Expense Type, Expense Type Code, Policy Applicable, and Policy Limit Amount besides the edit and delete buttons. For seamless integration with the ERP/Accounting system, the Expense Types and Expense Type Codes setup in those systems must match the types and codes set up here.
1. Navigate to Expense Type Master page:
Click on the "Masters" tab --> select the "Expense Type" link as shown below.
It will show you the list of all expense types in the application.
You can search the expense type using provided search filters as shown below.
2. Create a New Expense Type:
To create a new expense type click on the "Create New" button.
To create a new expense type, follow the steps and rules as stated in the grid below
Field | Description | Mandatory |
Expense Type Category | Enter the category of the expense, similar expenses can be categorized together under one heading. This is where expenses are tied to specific categories. Some of the listed categories are airfare, meals, per diem, others etc. | Yes |
Expense Type | Enter the Type of Expense,
This is the description/name of the expense type. Users will see this within the expense type drop downfield while creating a transaction | Yes |
Expense Type Code | Enter the Code of the Expense,
This is the corresponding code tied to the expense type, as defined in the ERP/Accounting system. Users of the application will not view this field | Yes |
Policy Applicable?
| Check if the policy is applicable for the expense type,
This will enable a policy limit for the expense type | No |
Policy Limit Amount | Enter a policy amount.
The application will enforce this amount only if the policy applicable checkbox is checked.
If the policy applicable checkbox is checked and if the amount has been exceeded, a user will have to enter additional comments in the transaction screen | No, Yes if Policy Applicable? checkbox is selected |
Receipt Policy Applicable? | Check if receipt policy is applicable for the expense type,
This will enable a receipt policy limit for the expense type | No |
Receipt Policy Limit Amount | Enter receipt policy amount.
The application will enforce this amount only if the receipt policy applicable checkbox is checked.
If the receipt policy applicable checkbox is checked and if the amount has been exceeded, a user will have to enter comments in the transaction screen, if receipt is not attached | No |
Mileage Expense Type | Check if the expense type is Mileage Expense type
If this box is checked, the particular expense type will be listed as mileage type expense and the application will insert the mileage amount from a user’s profile | No |
Alternate Amount Label | Enter the alternate label required for the amount label
The admin can change the label of the amount field on the expense transaction screen | No |
Alternate Rate Label | Enter the alternate label required for the rate label
The admin can change the label of the rate field | No |
Enable Multiplier? | Check if Enable Multiplier
This is mainly related to Hotel Expense. If this field is enabled then it the Number Of Days field is visible on the expense transaction screen. This field can be used to capture the number of days over which the hotel expense was split – thus enabling to capture room rate per night. | No |
Disable GST\VAT? | Check if GST\VAT is to be disabled
If this is checked then the GST/VAT fields will not be displayed on the expense transaction screen. This should be checked for certain expense types like mileage | No |
Fill-up the required fields and click on the "Create" button to save the details.
The newly created expense type will get displayed on the expense type list.
3. Edit & Delete Expense Type:
To edit the expense type, click on the small pencil icon as shown below.
To delete the expense type, click on the Red bin icon as shown below.
