Page Comparison

Once the expense type group has been created, related expense types can be set up. In DATABASICS Expense, employees charge expenses by expense types. Expense types may be restricted and assigned to particular expense report types, WBS activities and employees.

General overview of how to create Expense Types:

...

1. Expand Expense by clicking on the plus sign.
2. Click

...

1. Expense Type

...

2. Click on the Add button.
3. Fill in the

...

1. following fields:
   1. ID*: Enter an ID for the Expense Type. The maximum length of this field is 20 characters.

...

1. 1. Expense Group

...

1. 1. *: Select the expense type group to which this expense type will belong.

...

1. 1. Name*: Enter a name to identify the expense type. The maximum length of this field is 100 characters.

...

1. 1. Restrict Access

...

1. 1. : 
      1. Yes - If this expense type will only be available on reports you assign it

...

1. 1. 1. to 
      2. No - If this expense type will be available to all reports.

...

1. 1. Description: Enter text to further identify the expense type. This field is limited to 255 characters.

...

1. 1. Format Type

...

1. 1. *:
      1. Advance/Prepaid - If you are creating an expense

...

1. 1. 1. to handle advance or prepaid purchases. These types of expenses only appear on the request for advance reports and in the advances bin.
      2. Meals Per Diem Only - If you are creating a per diem expense type that covers

...

1. 1. 1. only meals

...

1. 1. 1. . For these types of expenses, a user simply enters a start date and end date and the totals get calculated based on the

...

1. 1. 1. meals per diem rate unit (see per diem rate setup below).

...

1. 1. 1. Lodging Per Diem Only

...

1. 1. 1.  - If you are creating a per diem expense type that covers only

...

1. 1. 1. lodging. For these types of expenses, a user simply enters a start date and end date and the totals get calculated based on the

...

1. 1. 1. lodging diem rate unit (see per diem rate setup below).
      2. Fixed/Mileage Rate - If you are creating an expense based on a specific rate. For these types of expenses, a user simply enters a total number of units (such as miles or number of copies) and the total amount is calculated based on a rate per unit (see Fixed/Mileage rate setup below).

...

1. 1. 1. Other - For all other expense types such as Airfare, Gas, etc.
      2. Max Per Diem - If you are creating a per diem expense type that covers

...

1. 1. 1. both meals and lodging. For these types of expenses, a user simply enters a start date and end date and the totals get calculated based on the

...

1. 1. 1. max per diem rate unit (see per diem rate setup below).

...

1. 2. Reimbursable*:
      1. Not Reimbursable to Employee - If the expense type should never be reimbursable, regardless of payment type.
      2. Depends on payment type (DOES NOT apply to Mileage/Fixed Rate)

...

1. 1. 1.  - If the expense should be reimbursed based on whether or not the payment type used is reimbursable. This does not apply to a mileage/fixed rate expense type because there is no payment type tied to those line items.

...

1. 1. 1. Reimbursable to Employee

...

1. 1. 1.  - If the expense type should always be reimbursable, regardless of payment type (often used for mileage expense types).

...

1. 1. Breakout Type:
      1. Meals-Breakfast - If you are creating a meals per diem expense type allowance for just Breakfast.
      2. Meals-Dinner - If you are creating a meals per diem expense type allowance for just Dinner.
      3. Meals - If using the Meals Per Diem Only format.

...

1. 1. 1. Lodging

...

1. 1. 1.  - If using the Lodging Per Diem Only format.

...

1. 1. 1. General - If using a fixed rate or other format.
      2. Meals-

...

1. 1. 1. Lunch - If you are creating a meals per diem expense type allowance for

...

1. 1. 1. just Lunch.

...

1. 1. City

...

1. 1. : (Note: Yes must be selected if: this is a per Diem expense type; if an expense policy rule will be created comparing this expense type to the rates in the per Diem tables; or if VAT taxes may apply to this expense type.):

   ...

   1. 1. 1. Yes

   ...

   1. 1. 1.  - If employees must select a city when entering this expense type.

   ...

   1. 1. 1. No

   ...

   1. 1. 1.  - If no city field will appear for selection when employees enter this expense type.

   ...

   1. 1. Per diem Hours

   ...

   1. 1. :
         1. Yes - Whenever you select Meals Per Diem Only format type. 

         2. No - By default the field will be set to No and only should be set to yes when Per diem expense type requires tracking of user actual time out of the office.

   ...

   1. 1. 1. Info
            Once the field is selected and saved the value can no longer be updated.

   ...

   1. 1. 1. 
            

      2. Currency: 
         1. Yes - If user needs to specify a currency with the amount provided.

   ...

   1. 1. 1. An exchange rate field will appear if currenty is different than users home currency. This is determined on the employee profile.
         2. No - User will not have the option to select a currency and will default to the employee's home currency.
      2. Personal:
         1. Yes - If users are able to specify a portion of the business expense as non-reimbursable. This may be useful in the case a user makes a transaction on a business paid card and a portion of it should not be reimbursable. 
         2. No - If users are not able to specific a portion of the business expense as non-reimbursable. 
      3. Track Attendee:
         1. Required All Fields - If user is required to enter all fields related to the attendee.
         2. Disabled - If employees do not need to list attendees for this expense type.

   ...

   1. 1. 1. Required Attendee and Company - If user is required to enter

   ...

   1. 1. 1. the attendee and company name.
         2. Required Attendee Only - If user is only required to enter in the attendee name.
         3. Required Attendee, Title, and Company - If user is required to enter the attendee name, title, and company name.
         4. Optional - Attendees field will be avaiable for user to input information but will be optional.
      2. Itemize Charge:
         1. Disabled - If the expense type does not need to be itemized.
         2. Required - If the expense type should always be itemized

   ...

   1. 1. 1. .
            1. For out of pocket expenses, users will only see this expense type when they use Itemize Out-of-Pocket option. 
            2. For credit card expenses, users will only see this expense type when they click on Itemize on the transaction menu.
         2. Optional - If the expense type can be itemized, but it is not required

   ...

   1. 1. 1. .
      2. The Meals Tip field determines whether employees can specify the portion of a transaction that was recorded as a tip/gratuity. If this is set to yes, a field will appear for this expense type for employees to enter a tip amount.
      3. In the Alcohol Tracking field,
         1. Select Disabled if alcohol is not included within the expense type (i.e. non-meal expense types).
         2. Select Reimbursable if alcohol expenses can be itemized within this expense type and their amounts will be reimbursable to the employee.
         3. Select Non Reimbursable if the alcohol expenses can be itemized within this expense type and their amounts will be non-reimbursable to the employee.
      4. The Attachment field determines whether or not attachments (such as receipts) can be associated with this expense type.
      5. In the Tax 1 Code field (and Tax 2 Code field), indicate whether a tax field will be present for this expense type (set up in Taxes)
      6. The Recurring Charge option is to be used if you want to enable date range copy of the same charge, for example; hotel room for 5 nights.
      7. The Enable Commute Mileage field is available whenever you select mileage/fixed rate format type.  If you do using Commute Mileage functionality then you need to enable it at the expense type level.  Default is No (Disabled)  
      8. The Receipt field determines whether employees need to specify whether they have a receipt or not.
         1. Select Receipt to only display a receipt option.
         2. Select VAT Receipt to only display a VAT receipt option. This clears out any VAT calculations performed by the system
         3. Select Both to display both Receipt option & a VAT Receipt option.
         4. Select No Receipt to disable both options
      9. In the Grid Grouping field, enter a name that will be used as the heading for this expense type when users enter expenses using the Grid Entry view.
      10. In the Online Help field, connect a website to the application through the help button at the bottom of the screen.
      11. In the Expense Express Icon field, select the icon that will be displayed on Expense Express menu.
   2. Click Save to save this Expense Type.

   Assigning Additional Fields to ExpenseTypes

   ...