If the community has the Expenses module enabled, users with the Community Administrator role can customize expenses configurations and manage settings.
Access the Expenses Administration Screen
To access the Expenses Administration screen, go to the Administration module > select Modules > click Expenses.
The Expenses Administration screen has 4 tabs: Expense Types, Payment Types, Reimbursement Types and Settings.
Expense Types Tab
The Community can configure specific expense types, customize fields and requirements for each.
This feature supports community's expense policies, allowing the community to capture specific data and make certain information mandatory. For example, a mileage expense type may have different fields and requirements than an accommodation expense type.
Community Administrators can set up expense types, to ensure users choose from a pre-defined list of expense types when creating expense lines.
Create Expense Type
To create a customized Expense Type, select +Add Expense Types > a pop-up box will appear > in the Name field, enter the desired name > in the Form field, choose from to listed forms (optional).
If the desired form is not available, refer to help article Forms to create a new.
Forms allow the community to specify custom fields to capture specific data they require as part of an expense type. For example, a community may want to capture more information about the reason for travel.
To enable the forms feature, contact Unimarket Support (if required).
To designate a specific account code, check the Account Code box.
Calculated Rates can be defined which will automatically calculate for the user (e.g. the mileage rate). If expenses of this type can be calculated automatically, select +Add Expense Type Rate > a pop-up box will appear > enter information in the Name and Rate fields > select OK.
Once completed, select Add. To add additional expense types, select Add More.
Delete an Existing Expense Type
To delete an existing expense type, locate the desired Expense Type > select Delete > a pop-up box will appear > select OK.
Add a New Rate to an Existing Expense Rate
To add a new rate to an existing expense rate, locate the desired Expense type > select Edit Rates > click +Add Expense Type Rate > a pop-up box will appear > enter information in the Name and Rate fields > select OK > click OK.
Edit Expense Type Rate
To edit an existing expense type rate, locate the desired Expense type name > select Edit Rates > a pop-up box will appear > select the pencil icon, to edit the type rate > update the desired fields > select OK > click OK.
Delete Expense Type Rate
To delete an existing expense type rate, locate the desired Expense type name > select Edit Rates > a pop-up box will appear > select the trash can icon > select OK.
Payment Types Tab
Optional payment types can be setup, if the community wishes to record how the expense item was paid for (e.g. Petty Cash, P Card, Personal Credit Card).
If payment types are defined, the user will be required to select a payment type when creating an expense line.
If only default is defined, no selection will be required by the user.
To create a payment type, click +Add Payment Type > a pop-up box will appear > add the desired name, in the Name field > enter desired external ID in the External ID field (optional) > select Add.
To add additional payment types, select Add More.
Edit Existing Payment Type
The External ID is the only field that can be edited. To edit the External ID field, locate the desired payment type, select Edit > update the External ID field > click OK.
Delete an Existing Payment Type
To delete an existing payment type, locate the desired payment type > select Delete.
Reimbursement Types Tab
Optional reimbursement types can be setup, if the community wishes to determine how/where the expense item will be reimbursed.
This option should only be used if, you require the ability to reimburse funds to different account locations rather than simply reimbursing the user (e.g. The Corporate P Card account).
By default, the Expense module is setup to reimburse the user. So, if no reimbursement types are defined, the user will not be required to make a selection (the field does not display).
To create a reimbursement type, click +Add Reimbursement Type > a pop-up box will appear > add the desired name, in the Name field > enter desired external ID in the External ID field (optional) > select Add.
Edit Existing Reimbursement Type
The External ID is the only field that can be edited. To edit the External ID field, locate the desired reimbursement type, select Edit > update the External ID field > click OK.
Delete an Existing Reimbursement Type
To delete an existing reimbursement type (not the default), locate the desired payment type > select Delete.
Settings Tab
On the settings tab, there are 2 sections: General and Reconciliation.
General
- Tax on Expenses: Allow users to add tax as an amount opposed to selecting a specific rate.
- Attachments Required on Expense Claim: Expense claims must have at least one attachment before the associated claim can be submitted (not saving it).
- Attachments Required on Expense Line: Expense lines must have at least one attachment before the associated claim can be submitted (not saving it).
Reconciliation
Credit Card Payment Type: Choose the Payment Type that you want all card transactions to be automatically assigned to. These will be automatically assigned during the Reconciliation update and cannot be changed within Unimarket.
Once completed, select Save.