What are expense categories?

Modified on Tue, 10 Dec at 3:06 PM

Within Capture Expense, you can create each type of business expense and assign the appropriate policy, spend rule and General Ledge (GL) code to it. Then the claimant can selected the relevant Category on their expense form.

Note:

Categories contains a list of pre-defined categories to help you save time.

Within Categories, you can perform the following:

Edit a default Category or create a new one.
Export Category data for editing for reporting purposes or import Categories by bulk, depending on your needs.

Categories View

Add Category view

Name	Description
Active	Default setting: This selected option ensures the record is active within the system.
Category Type	Select either All - Available for both Cash expenses which are reimbursed and Business card expenses. Cash Expense - Available for only for Cash expenses which are reimbursed. This is useful to add a different GL code to the other Category types and only users adding Cash expenses will see this. Business Card - Available for only for Card expenses. This is useful to add a different GL code to the other Category types and only users adding Business Card expenses will see this. Business Refund - Used for refunding any personal mileage relating to Calculating personal mileage from their vehicle record and the Exclude from Export option.
Name	Enter the name of the Category.
Is P11D Expense	Select this option for reporting purposes if you want to see what potential Benefit-in-Kind has been raised.
Exclude from Export	Select this option to exclude any expenses from the export to your third party system. This can be used for claimants to record their business miles and odometer reading, which is stored in the vehicle log. This option applies to Vehicle records where the Personal Mileage is calculated and optionally refunded. For more information, see What are Vehicles and Rates?
No Receipt Warning	Select this option to warn the claimant that a receipt is needed to be submitted.
Allow Multiple Currency	Default setting: Select this option to allow the claimant to use more than the base currency to raise expenses.
Track Time	Allows staff to record number of hours worked, such as over time.
Show VAT Rates	Default setting: This option displays the VAT Rates to the user.
Allow user to change VAT	Default setting: This option allows the user to change the Vat amount on their claims form.
VAT	Mandatory option. Select an item from the drop-down list. These items were created in Vat Records. Note: If a receipt is attached to the claim, the claim will use the Vat option that is selected. If no receipt is attached, the claim will default to the Zero rate that was set up in Vat records.
Description Label	Enter a description of the category. This will appear in the Export template and is useful for reporting purposes.
Description Compulsory	Select this option to make the Description option compulsory.
Configure Entry	Select one of the following: Variable Amount Only - Useful for expenses that do not have a predetermined or fixed cost. Fixed Amount Only - Useful for claiming daily lunch allowance for a fixed amount. e.g. £10. The amount cannot be changed. With Quantity and Variable Rate - Useful for recording the number of nights stayed in a hotel and the rate per night. With Quantity and Fixed Rate - Useful for recording the business mileage rates that have not been set up in Vehicles and Rates. Vehicle Mileage - Useful for recording business mileage or personal mileage that has not been recorded in Vehicles.
Default Value	Enter the default amount only that is applicable to the Variable Amount Only option.
Default Quantity	Enter the default quantity that is applicable to the Quantity and Variable Rate, Quantity and Fixed Rate.
Default Rate	Enter the default rate that is applicable to the Fixed Rate in the Quantity and Fixed Rate option.
Fixed Value	Enter the default amount only that is applicable to the Fixed Amount Only option.
Distance Calculator	Select this option if applicable to mileage. Allows the claimant to enter waypoints and have the distance calculated.
Show Passenger	Select this option to add £0.5 times the number of miles travelled per passenger on the claim.
Hide Return Journey	Not Applicable. Waypoints are used instead.
GL Code	Mandatory option. Click in the field to enter a the GL/Nominal code. A General Ledger Code form appears. Enter the Code and click Save. The code is used to correctly post transactions into your accounting system. Note: Use Tags or Costing records for more complex analysis. The actual code is generated at the point the expense line is created and re-evaluated prior to being exported.
Approval Flow	Select an item from the drop-down list if you want to add an Approval Workflow to your category. Each item was created in Approvals. Important! If the Workflow is set in this field, it supersedes the Workflow set in the User Account.
Calculate CO2	Calculates what CO2 emissions have been used for a particular expense. Select one of the options and it will record the correct CO2 in the claims form. Transport - Business Mileage returns on Taxi, or Bus. e.g. Enter a Variable Amount in Configure Entry, select Distance Calculator, enter amount, and then select Transport. The correct CO2 emissions will be calculated. Flight - Air travel. Hotel - You can work out hotel stays. Utility - Pertains to electricity and fuel. You will need to enter the number of litres on the claim to have the CO2 calculated.
Enable Costing (Project, Task)	Select this to enable project costing. It allows the claimant to record projects and tasks.
Project and Task Compulsory	Select this option so that the Project list and Task list must be used in this category.
Project and Task Read only	Select this option if you have any categories set with default projects.
Project	Select from the look up list of projects. This list is created in Setup> Project, where you can enter a name and code, which can then be exported/imported from Actions.
Task	Select from the look up list of tasks. This list is created in Setup> Task, where you can enter a name, code project and Vat Type, which can then be exported/imported from Actions.
Set Spend Limit	Select this option to set a spending limit on this category.
Warning only	Applicable to cash categories. If unselected - the claimant is warned that they are over the entered spending limit and cannot submit the claim. If selected - the claimant is warned that they are over the entered spending limit and can still submit the claim. The approver will then be notified that the spending limit has been surpassed for this particular category.
Spend Limit Amount	Enter the amount of the spending limit.
After being divided by	Quantity: If it is a hotel bill, can only spend the spending limit amount per night. The quantity will compare with the nightly amount with the spending limit amount. Otherwise the claim will always go over the spending limit.
Show Number Field	Adds another number field to the category.
Field Compulsory	Select this to show the field on the expense claim.
Field Label	Name the field.
Field Default Value	Enter a value if applicable.
Show Merchant	Select this option if you wish the claimant to record the merchant and a description on the expense claim.
Add Attendees	Select this option to record the number of attendees for Entertainment expenses. The claimant will be able to add names from an attendees list to the claim.
Show Business Use Field	Additional text field. Useful for capturing more information for a particular expense.
Business Use Compulsory	Select this option to make the Business field compulsory.
Business Use Label	Enter a name that is specific to the project, scenario etc.
Policy Notes	Use this field to create a message for the category. The message will pop up on the expense form when the claimant selects the category.
Tags	Note: When importing Tags into a category, enter the Tag Codes in a comma delimited format. e.g. DEV, MAR, SAL. Branch - This option was set up in Tags. This is useful to associate the category to a particular tag. Department - This option was set up in Tags. This is useful to associate the category to a particular tag. For example, you can break down the category rules by department by selecting Available for any User with Development or Sales Department tags. Therefore any user with Development or Sales tags will see this category. Or, as an example, you can exclude departments by selecting Unavailable for any User with Development or Sales Department tags. Therefore, any users with no Development or Sales tags will not see this category. Entity - This option was set up in Tags. This is useful to associate the category to a particular tag.

Templates

Exported Category Template (with data)

Exported Category Template (no data)

Attachments (4)

6758581fdbf5....png
94.9 KB

6758581fdbf5....png
91.7 KB

6758581fdbf5....png
73.2 KB

6758581fdbf5....png
9.42 KB