Expense Report Categories Form
Use the Expense Report Categories form to set up expense categories for employees who enter expense reports in Time & Expense.
Expense categories allow you to define the appropriate general ledger accounts for groups of expenses, such as hotel, meal, and airfare expenses. You enter a direct, indirect, and reimbursable account for each expense category. When employees enter an expense item on an expense report and they choose an expense category, the appropriate direct, indirect, or reimbursable general ledger account that is associated with the category prefills for the expense item based on the charge type (regular, overhead, or promotional) of the project and the billing status (billable or not billable) entered for the expense item. Expense categories also allow you to limit the accounts to which employees can charge expense items on expense reports.
You set up expense categories for groups of employees, so that only a certain set of expense categories are available to members of the group when they enter expense reports. You can also enter expense categories that are available to all employees, regardless of their group affiliation.
When you open the Expense Report Categories form, it displays the expense categories from the employee group that you selected the last time that you opened this form. You see the employee group name in the Group field on the form. To view or enter expense categories for a different group, or for all employee groups, make a selection in the Search field.
If this is the first time that you are setting up expense categories, you must use Group field to select and set up expense categories for each employee group for the first time.on the Expense Report Categories form toolbar and the
Additional fields for expense categories are provided on the Expense Categories dialog box that you open from the Expense Report Categories form by clicking the Edit icon on the grid toolbar. You enter default tax codes and distance and company paid override information on the dialog box.
If your firm uses the Multicompany feature, you must enter expense categories for each company in your enterprise.
Display the Expense Report Categories Form
You display the form in Configuration.
To display the form, complete the following step:
Toolbar of the Expense Report Categories Form
Use toolbar options to create new expense report categories or to print a report that lists them.
Contents of the Expense Report Categories Form
After you select an employee group, use the grid to set up expense report categories for that group.
Grid Toolbar Options
You can sort rows in the Expense Report Categories grid by any of the columns in the grid. To sort the rows, click the appropriate column heading in the grid. Click a column heading once to establish a sort order. Click the column heading again to reverse the sort order.