If the community has the 'Expenses' module enabled this can be configured from Modules > Administration > Expenses.
The Community can configure specific expense types and determine custom fields and requirements for each. This supports specific customer expense policies by allowing customers 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.
The administrator can set up expense types so that users choose from a pre-defined list of expense types when creating expense lines. To create an expense type click 'Add Expense Type' and give it a name. Calculated Rates can be defined which will automatically calculate for the user (e.g. the mileage rate) and a default account code can be set.
Using Forms with Expense Types
When defining an expense type you can also specify a form to use when the expense type is selected by the user. 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 this function the community must have Forms enabled (contact Unimarket if required). The administrator defines the form under Administration > Settings > Management > Forms tab. The forms can then be created and associated to the expense type.
Optional payment types can be setup if the community wishes to record how the expense item was paid for. Examples are Petty Cash, P Card, Personal Credit Card etc. If payment types are defined then the user will be required to select a payment type when creating an expense line. If only the default is defined then no selection will be required by the user (the field does not display). To create a payment type click 'Add Payment Type' and enter a name.
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 then the user will not be required to make a selection (the field does not display).
You have the option to allow users to add the tax as an amount rather than needing to select a specific rate. You can do this from the Settings Tab by checking the box for Taxes on Expenses.