Adding Expense Categories

Last Updated: June 18, 2024

Overview:

To set up your expense module, one of the tasks you have to do is to add expense categories, as the employees will be selecting from a list of categories when filing expense claims.

Adding Expense Categories:

• Go to Expenses > Settings > Categories > Add Category
  
  

• In step 1 of the page, input the Category Name and the other necessary details for the Category.
  • Expense Rules are optional but can be significant, especially if you want to remind employees before filing about things such as expense limits and pre-approvals.
    
    

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  • Accounting Code and Secondary Code are optional as well. This is usually used when there is an added layer of identification for expense claims, as you can filter according to these in the expense tracker.
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  • In the Availability Scope you can define employees who can view and select the category by Company, Department, Employees, Location, and Position
    
    

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  • You can choose "Includes" or "Excludes". "Includes" means those in the criteria you selected will be the ones to see the category. E.g. If you chose Position = Finance Admin and chose Includes, all employees with this position will see the category.

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  • If you choose "Excludes", those in the criteria you selected will not be able to see the category. E.g. If you chose Position = Finance Admin and chose "Excludes", all employees EXCEPT those with this position will see the category.
    
    
  • Click Next
    
    

• In the next step, you can edit the Expense form.
  • You can re-arrange the order of the Field Names by dragging the dots at the left hand side except for the Category field.
    
    

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  • You can also click "Add custom field" to add any custom fields you created.
    
    

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  • This is where you can make them mandatory as well if needed.
• Before saving, you can click the Preview button at the upper right hand side to see how the form looks like.
  
  

• Click Save.

• The newly created category will now appear in the Categories list, and can be selected by employees when filing expense claims.
  
  

Related Article(s):

• Adding Expense Approval Flows

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