Expense Types

The Expense Types option is used to define the different types of expense that users can enter.

Each Expense Type can have various rules and options associated with it. Reports can be filtered and grouped by Expense Type.

Examples of Expense Types are Food, Accommodation, Mileage.

Basic Section

Name

A short name that uniquely identified the Expense Type.

Description

A longer description of the Expense Type.

Currency

Set to the home currency of your business. Read-only.

Tax Rate

The default value-added tax rate that is used when entering this type of expense. See Tax Rates.

Receipt Required

Select “Yes” if a copy of a receipt or invoice must be attached to a claim for this type of expense.

Account Code

Free format account code. This may correspond to an account in your accounting software used for expense postings of this type.

Quantity Section

Quantity State

Select from the following values:

Editable – the Quantity can be input by the user.

Readonly – the Quantity is displayed but cannot be input by the user.

Hidden – The Quantity is not displayed.

Quantity Label

The name that is used for the Quantity field when entering this type of expense. The default value is “Quantity”.

Quantity Unit

The unit description for the Quantity, e.g. “Nights”, “Miles”, “Litres”. This value is optional and if not specified a unit description will not be shown.

Quantity Entry

Specifies if the amount entered for an expense of this type is a Unit Price or a Total Price. Select from the following values:

Price Entered is the Unit Price - The amount (price) is multiplied by the Quantity to give the total amount.

Price Entered is the Total Price - The amount (price) is the total amount.

This is a default value and the behavior may be changed by the user if the Amount State is Editable.

Default Quantity

A default quantity for this type of expense.

Amount Section

Amount State

Select from the following values:

Editable – the Amount can be input by the user.

Readonly – the Amount is displayed but cannot be input by the user.

Hidden – The Amount is not displayed.

Example: For expense types with a fixed rate (e.g. mileage, daily subsistence allowance) you may wish to set this to ‘Readonly’ or ‘Hidden’.

Amount Entry

Specifies how value-added tax is calculated. Select from the following values:

Price Entered Includes Tax – The amount that the user enters is inclusive of value-added tax.

Price Entered Excludes Tax – The amount that the user enters is exclusive of value-added tax.

This is a default value and the behavior may be changed by the user if the Amount State is Editable.

Default Amount

A default amount (price) for this type of expense. Example: for mileage you may wish to set this to your standard reimbursement rate per mile.