Settings is made up of a series of tabs.
Go to Capture Expense: Setup> Settings
Account tab
This tab contains the main settings for your organisation.
| Name | Description |
|---|---|
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Company Name
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This is predefined from your registration process.
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VAT Registration
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Enter your tax registration number. This field is used for invoicing. |
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Financial Start
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Enter the Start date for your financial year.
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Home Currency
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This is set upon registering your organisation. This is the base currency in which your organisation uses and all transactions will default to this currency. Contact Support if it needs to be changed.
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Claim Period
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This sets the date header on the report when you submit a claim. Select either of the following:
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Project
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Enter the name of the Project, if required. Note: This label is customisable e.g. Jobs. This affects the Setup menu and the claimant's form.
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Task
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Enter the name of the Task, if required. Note: This label is customisable e.g. Cost Centres. This affects the Setup menu and the claimant's form.
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VAT
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Note:This label is customisable. This field can be renamed as TAX, depending on what country you are in. This is predefined when you register your organisation. |
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Distance Unit
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Select either Miles or Kilometres. This affects Mileage claims and its distance.
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Export Format
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Select the Default format to define the export format for the transaction records in Accounting. This is so that you do not have to repeatedly select the Export Format each time you want to report on the transactions.
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Cash Control
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Enter the nominal account code. Cash Control is a cash management and internal control over cash and cash-related policies within a company. This is useful when exporting data to journals. This data will be posted to your third party accounting software during export.
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Credit Card Control
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Enter the nominal account code. Credit Card Control helps you keep track of the digital wallets linked to the user accounts and the devices they're active on. This is useful when exporting data to journals. This data will be posted to your third party accounting software during export.
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VAT Control
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Enter the nominal account code. The VAT control account will accumulate all transactions with a VAT element. This is useful when exporting data to journals. This data will be posted to your third party accounting software during export.
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Enable smart cropping
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Select this experimental option to remove the background of the receipt when it is being uploaded/scanned into Capture Expense.
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Remove Project and Task relationship
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Select this option to remove the project and task relationships that were previously created when setting up individual Projects and Tasks. This affects the Project Code (To link Tasks with Project) column in the Export.csv file.
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Allow imported transactions to be submitted individually.
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When you import a bank statement into Capture Expense, all the transactions are allocated to individual users through the credit card number. Select this option if you want to submit the transactions one-by-one. Otherwise they will be submitted in bulk and you will get a total balance at the end of the process, which is useful if you want to check the total balance against the original statement.
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Allow claimants to raise credit card expenses
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Select this option to enable the Payment Method field to appear on the Add Expense form. This allow users to choose Reimbursement: for those who are claiming out-of-pocket credit card expenses or Credit Card: If the user is claiming against a company credit card.
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Only export fully approved reports
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Select this option to ensure only fully approved claims are approved when exporting their data via Accounting. An error message appears if some of the claims included are only partially approved.
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Do not add the default journey start location
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Select this option if you do not want the Default journey location, set in Preferences, to be automatically added to Mileage claims. |
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Auto attach receipts to imported transactions
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Select this option to automatically match and attach a receipt to an existing claim that has the corresponding amount. This is used for Credit Card transactions.
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Find by transaction date
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Select this option to automatically match and attach a receipt to an existing claim that has the corresponding date and amount. This is used for Credit Card transactions.
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Auto attach receipts to manually entered expenses.
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Select this option to automatically match and attach a receipt to a manually entered claim that has the corresponding amount. This is used for Reimbursements.
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Enable open banking
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Select this option to connect to various banks via the Open Banking API.
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Use pending transactions
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Select this option to pull down pending transactions when using open banking. You can then see the transaction straight away in the system when a credit card is used.
Note:If unselected, only posted transactions are pulled. It will then take up to three days to see the users' transactions. |
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Hide personal refund flag
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Select this if you do not want the Personal Expense (do not reimburse) flag to appear on users' credit card claims.
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User must enter a commute distance on sign in
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Select this to force the user to enter a Default journey location and Your place of work within Preferences. This will calculate the commute distance and remove the commute amount from the mileage claim as well. This is so that the journey to and from work is not claimed as an expense, only as a Benefit-in-Kind. This option is used to make sure the user enters their distance before they start using the system.
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Enable invoice processing
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N/A
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Allow the Finance role to view all claims waiting to to approved.
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Select this option so that anyone with a Finance role can see all claims waiting for approval at any stage within the All Expenses tab in Approval.
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Currency Tab
Use this tab to define which currencies the user can select when submitting an Expense claim.
Important:
The All Multiple Currency option must be selected when creating a Category in order for the user to view the currency list.
| Name | Description |
|---|---|
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All Currencies
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This pane contains a list of all currencies. |
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Available to your organisation
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This pane contains the selected currencies that will appear in the user's Expense claim.
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Declaration tab
You can attach a Declaration to a Category, so that when a Draft Expense claim is created, the declaration appears before the claim is submitted for approval. For more information, see How Do I Create a Declaration? and How Do I Create a Vehicle Check List?
| Name | Description |
|---|---|
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Active
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Select this option so that the declaration is active in the system. |
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For all Categories
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Select this option for the declaration to apply to all categories within the system.
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Vehicle Check List
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This option is related to Business Mileage. Used for vehicle management. Enter a list of items the user must check before they submit their claim. e.g. lights, oil, tyres, scratches etc.
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Categories
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Click in Categories and select which should trigger the statement.
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Declaration
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Enter the declaration text.
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Reminder tab
You can create an automated email that will be sent to everyone, who has a user account, to prompt them to submit their Expense claims on time.
| Name | Description |
|---|---|
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Enable Reminder
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Select this option to ensure the email will be sent.
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Send a email notification each
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Select whether the reminder will be sent out weekly or monthly. You can also set what day and time the reminder will be sent out, as well.
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Users receiving the notification
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This affects the user account records. The following options are:
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Email Subject
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Enter the Subject of the email.
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Email Message
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Enter Email Message in rich text format.
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Integration tab
Capture Expense API
Anyone who is using a third party API can have a key generated. It can then be used by the third party developer who will have access to the API.
| Name | Description |
|---|---|
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Active
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Ensure that this option is selected so that the API is used in the system.
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Default
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Select this option to set the created API key as the default key.
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Capture Expense API Key
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Enter a Capture Expense API key to be used by the third party developer.
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Create secret key
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Use this button to create an API key.
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Logs
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This will detail any errors with the API Key activity.
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Cintra
You can integrate Capture Expense with Cintra Pay.
| Name | Description |
|---|---|
| Active | Ensure that this option is selected so that Cintra is used in the system. |
| Default | Select this option so that these Cintra settings are used as default. |
| Description | Enter the description of the connection. |
| Client id | This is prepopulated. It maps the system to Cintra Pay. It syncs the users and their line manager. |
| Company/Integration id | This is prepopulated. It maps the system to Cintra Pay. |
| Logs | This will detail any errors with the Cintra activity. |
Xero
You can integrate Xero with Capture Expense. For more information, see How Do I Integrate Capture Expense with Xero?
| Name | Description |
|---|---|
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Active
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Ensure that this option is selected so that Xero is used in the system.
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Default
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Select this option so that these Xero settings are used as default. |
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Connect to Xero
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Click this button to connect to Xero.
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Disconnect from Xero
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Click this button to disconnect from Xero.
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Sync only overhead, expense and direct cost accounts
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Select this option to sync the Categories within Capture Expense to Xero. This setting acts as a filter. |
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Create Bills with the Status
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Select whether the Capture Expense invoices are Draft, Submitted or Authorised when pushed to Xero.
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Description
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Enter the description of the connection.
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Logs
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This will detail any errors with the Xero activity.
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Document tab
You can add documents to the system to provide users with quick access to e.g. your Company Handbook, or Expenses Policy.
Press the +Document button
File explorer will open, select the document you wish to include. File formats accepted: pdf or excel.
The Documents will be display to users in a tile accessed from the home screen (logo in the top left corner)
Duty of Care tab
To support your responsibilities as a company when it comes to business travel. You can request or insist on vehicle documents being provided by users before they can raise a mileage expense.
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