When creating an Expense Report, each detailed item must belong to a predefined Expense Type. Una$ense comes with 10 pre-defined expense types (which have wizards), but other than those, custom expense types can be created to fit your needs. Examples of additional expense types may include: "Office Supplies".
See below for more information on:
Listing and Editing Expense Types (you can also disable expense types)
Privilege Needed: Administrator
Location: Administrator - Data Types - Expense - Add.
This menu option is only used in Una$ense.
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To save the new expense type that was created. |
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To clear all the data from the current form. |
Expense Type - This is a required field and is the name by which you will refer this expense type (this is, what will show up in the drop down lists of expense types on your expense reports / requests). You can not create a custom expense type that has the name of one of our standard (included) expense types (see wizards below).
Description - This field can be used for you to capture a description of what this expense type may be used for. You can also display the contents of this description field at the top of a particular wizard by selecting "Yes" in the "Should Wizard Show Description" field -- described below.
Threshold - The dollar value in this field (if entered) will be evaluated against when a user is entering his/her expenses. The threshold will be displayed 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. The expense report can still be approved, the flag is shown to draw attention to either the user or the approvers.
Account Number - This field is optional and is typically used to store something like a GL Account Number, but can store any value you would like to associate with this expense type.
Is This Expense Type Allowed On Requests - This field is used when users are
entering Request Authorizations for Expenses.
No - then that expense type will not show up on the drop down list for expense types on the
expense detail page for
requests. It will only show up when the user is doing an Expense Report.
Yes - then that expense type will show up when entering a
request and an expense report.
Vendor Required - is enforced in the wizard.
No - then the wizard will not require a vendor name to be
entered.
Yes - a vendor name must be entered before you can continue.
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.
Receipt Required - is enforced in the wizard as well.
No - then the wizard will not require
the receipt field to be populated.
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.
Should Wizard Show Description - This field is enforced in the wizard
and is used to display the description of the expense type.
No - then the wizard will not display the description.
Yes - then the wizard will display the description
Should this Expense Type be Enables - This field determines whether or
not this expense type will be available in the users expense reports.
Disabling unwanted expense types will improve expense report performance and
minimize recording errors.
No - this expense type will not be available for use on
future expense reports.
Yes - this expense type will be available for use on future
expense reports.
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 displayed 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).
Location: Administrator - Data Types - Expense - List.
The expense types that do not allow you to delete them (the ones that 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. You can, however, disable them if you do not want them used at your site.
The pre-programmed wizard expense types are (see the Wizard help page for examples of each of the built-in wizards):
- AIR
- CASH-RETURN
- CELL-PHONE
- COMPANY-CAR
- ENTERTAINMENT
- LODGING
- MILEAGE
- EMP_BUS_MTG
- LODGING_PER_DIEM
- MIE_PER_DIEM
All other expense types do not have wizards associated with them, and can be deleted if needed. You can not delete an expense type once it has been used on an expense report or request (you can disable them from future use, however).
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To edit an expense type. |
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To delete an expense type. |
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To assign vendors to an expense type. |
Location: pressing the vendor icon ()
from the list page (above) -- or selecting the Vendors button from the edit
expense type screen.
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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Highlight the fields in the left column click this button to move them to the right column. |
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To remove fields from the right box, highlight them and press this button. |
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Saves the new vendor assignments. |
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Returns the current form to its original starting point. |
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Takes you back to previous page. |
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