Privilege Needed: Administrator
This menu option is only used in Una$ense.
When creating an Expense Report, each detailed item must belong to a predefined expense
type. Una$ense comes with some pre-defined expense types (wizards are explained
later), but other than those, the expense types can be customized to fit your
organization.
The dollar value Threshold (if entered) will be enforced when a user is entering his/her expenses. The threshold is assumed to be in the currency of the company default. See currency documentation for more information about this. If there is a threshold for an expense type, and that threshold is exceeded, then a red flag will appear next to that detailed item on the expense report. This is just a flag to draw attention to either the user or the approvers. The expense report can still be approved with the threshold exceeded.
Is This Expense Type Allowed On Requests field is used when users are entering Request Authorizations for Expenses. If this field is set to No, then that expense type will not show up on the drop down list for expense types on the expense detail page. It will only show up when the user is doing an Expense Report. If the field is set to Yes, then that expense type will show up in both places.
The Vendor Required field means that if a user is applying charges against this expense type when doing his/her expenses, the system will required that the user specify the exact vendor used for the expense. The user can select a vendor from a drop down list, or if it is not in the list, it can be entered manually. See vendor documentation or expense detail for more information on this topic. The vendors are entered or selected in the wizard for that expense type.
The Receipt Required field is enforced in the wizard as well. If this field is set to Yes, then either the receipt attached field must be checked in the wizard, or a reason why the receipt is not attached must be entered. If this field is set to No, then the wizard will not require the receipt field to be populated.
To add an expense type, press Add under the Administrator - Types - Expense menu and enter as shown below.
NOTE: There is one expense type that, if entered, will react differently than all other expense types. If you add an expense type called, ADVANCE, then any amount fields entered on that line will be deducted from the total of the Expense Report. Also, all negative amounts will be display in red and in parentheses.
(Example: if you take an ADVANCE of $100.00, the detail line on the Print Page of the Expense Report will look like this: ($100.00).
You can see a summary and current status of all your defined expense types by pressing List under the Administrator - Types - Expense Menu. The example below illustrates how this might look. The expense types that do not allow you to delete them (don't have the delete icon next to them) are pre-programmed wizards. You can not change these expense type names, as they are used when loading the appropriate wizard.
The pre-programmed wizard expense types are: (AIR, CELL-PHONE, LODGING, MILEAGE, ENTERTAINMENT, and CASH-RETURN). All other expense types do not have wizards associated with them, and can be deleted if needed.
To edit an expense type, press the edit icon (
). To Delete an expense type press the delete icon (
). To assign vendors to an
expense type, press the vendor icon (
) and see the image at the bottom of this page.
By pressing the vendor icon ()
from the list page, you can assign vendors to a specific expense type. (You enter
your vendors under the Vendor Menu. See vendor
documentation for more information on this topic). All available vendors you
have entered, will appear in the window on the left and the vendors you have assigned to
the expense type are in the window to the right.
Below is an example of assigning vendors to the AIR expense type. Once added, when a user is entering his/her expenses, that user would see these four (4) vendors in the drop down list when specifying the vendors for the AIR expense type.
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