If the community has the Expenses module enabled, users with the Community Administrator or Expenses Administrator role can configure and manage settings.
Access the Expense Administration Screen
To access the Expense Administration screen go to the Administration module > select Modules > click Expenses.
The Expense Administration screen will populate, displaying 4 tabs: Expense Types, Payment Types, Reimbursement Types and Settings.
Expense Types tab
The Community can configure specific expense types, creating custom fields and requirements for each. Expense types 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.
Watch the video below on how to create Expense Types or read the information below:
To create an expense type, select +Add Expense Type > In the Name field, insert the desired name.
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). A Community Administrator defines the form under Administration > Settings > Management > Forms tab. The forms can then be created and designated to the expense type.
To attach a form to the expense type, select the dropdown in the Form field (optional).
To assign an account code, check the box in the Account Code field (optional).
If expenses of this type can be calculated automatically (e.g. the mileage rate), select +Add Expense Type Rate.
The Add Expense Type Rate pop-up box will appear. In the Name field, insert the desired name of the rate > in the Rate field, insert the designated rate amount > click OK.
Once completed, select Add. To add additional expense types, select Add More.
Delete Expense Types
Select the Expenses Types tab > locate the desired expense type rate > click Delete.
Edit Expense Type Rates
Select the Expenses Types tab > locate the desired expense type rate > select Edit Rates > a pop-up box will appear > click the pencil icon.
A pop-up box will appear to update the Name and/or Rate fields > once completed, select OK > click OK.
Add a New Expense Rate to Existing Rates
Select the Expenses Types tab > locate the desired expense type rate > select Edit Rates > a pop-up box will appear > click +Add Expense Type Rate.
The Add Expense Type Rate pop-up box will appear. In the Name field, insert the desired name of the rate > in the Rate field, insert the designated rate amount > click OK.
Move Multiple Existing Expense Rates
Select the Expenses Types tab > locate the desired expense type rate, that shown multiple rates under the Rates column > select Edit Rates.
A pop-up box will appear > select the blue up or down arrows > click OK.
Delete Existing Expense Type Rates
Select the Expenses Types tab > locate the desired expense type rate > select Edit Rates > a pop-up box will appear > click the trashcan icon > select OK.
Payment Types tab
Payment types can be configured, 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 the default is defined, no selection will be required by the user (the payment type field will not appear when user is creating an expense).
Watch the video below on how to create Payment Types or read the information below:
Create Payment Type
To create a payment type, select the Payment Types tab > click +Add Payment Type > a pop-up box will appear > in the Name field, enter the desired name.
In the External ID field, insert the desired information (optional). The External ID will be used to reporting purposes only.
Once completed, select Add. To add additional payment types, select Add More.
Edit An Existing Payment Type
If the user desires to edit an existing payment type, only the External ID field can be updated.
To edit an existing payment type, select the Payment Types tab > locate the desired payment type > click Edit > a pop-up box will appear > in the External ID field, make the desired update > select OK.
Delete Existing Payment Type
To delete an existing payment type, select the Payment Types tab > locate the desired payment type > click Delete.
Reimbursement Types tab
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 the community requires the ability to reimburse funds to different account locations. Rather than simply reimbursing the users Corporate P Card account (for example).
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 reimbursement type field will not appear for users when creating an expense).
Watch the video below on how to create Reimbursement Types or read the information below:
Create A Reimbursement Type
To create a reimbursement type, select the Reimbursement Types tab > click +Add Reimbursement Type > a pop-up box will appear > in the Name field, enter the desired name.
In the External ID field, insert the desired information (optional). The External ID will be used to reporting purposes only.
Once completed, select OK.
Edit An Existing Reimbursement Type
If the user desires to edit an existing reimbursement type, only the External ID field can be updated.
To edit an existing reimbursement type, select the Reimbursement Types tab > locate the desired reimbursement type > select Edit > a pop-up box will appear > in the External ID field, make the desired update > select OK.
Delete An Existing Reimbursement Type
To delete an existing reimbursement type, select the Reimbursement Types tab > locate the desired reimbursement type > select Delete.
Settings tab
Community Administrators can configure and manage expense settings, by clicking on the Settings tab.
The Settings tab, has 2 headers: General and Reconciliation.
General
- Tax on Expenses: Allow users to add tax rather than needing to select a specific tax rate.
- Allow users to enter a Tax Amount
- Attachments Required on Expense Claim: Expense claims must have at least one attachment to be submitted.
- Attachments Required on Expense Line: Expense lines must have a least one attachment before the associated claim can be submitted.
Reconciliation
- Credit Card Payment Type: Choose the payment type that you want all card transaction to be automatically assigned. These will be automatically assigned during the reconciliation upload and cannot be changed in Unimarket.
Once completed, select Save.