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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. Click on Expense to expand the menu.
  2. Click on Expense Type.
  3. Click the Add button in the Expense Type window.
  4. In the ID field, enter an ID for the Expense Type. The maximum length of this field is 20 characters.
  5. In the Expense Group field, select the expense type group to which this expense type will belong.
  6. In the Name field, enter a name to identify the expense type. The maximum length of this field is 100 characters.
  7. In the Restrict Access field, select Yes if this expense type will only be available on reports you assign it to or No if this expense type will be available to all reports.
  8. In the Description field, enter text to further identify the expense type. This field is limited to 255 characters.
  9. In the Format Type field,
    • Select Fixed 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).
    • Select Max Per Diem if you are creating a per diem expense type that covers 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 max per diem rate unit (see per diem rate setup below).
    • Select Meals Per Diem Only if you are creating a per diem expense type that covers only meals. For these types of expenses, a user simply enters a start date and end date and the totals get calculated based on the meals per diem rate unit (see per diem rate setup below).
    • Select Lodging Per Diem Only if you are creating a per diem expense type that covers only lodging. For these types of expenses, a user simply enters a start date and end date and the totals get calculated based on the lodging diem rate unit (see per diem rate setup below).
    • Select Advance if you are creating an expense to handle advance purchases. These types of expenses only appear on the request for advance reports and in the advances bin.
    • Select Other for all other expense types such as Airfare, Gas, etc.
  10. In the Reimbursable field:
    • Select Depends on payment type (DOES NOT apply to Mileage/Fixed Rate) 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.
    • Select Reimbursable to Employee if the expense type should always be reimbursable, regardless of payment type (often used for mileage expense types).
    • Select Not Reimbursable to Employee if the expense type should never be reimbursable, regardless of payment type.
  11. In the Breakout Type field,
    • Select General if using a fixed rate or other format.
    • Select Meals if using the Meals Per Diem Only format.
    • Select Lodging if using the Lodging Per Diem Only format.
    • Select Meals - Breakfast, Lunch, or Dinner if you are creating a meals per diem expense type allowance for each meal type.
  12. In the City field (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.):
    • Select Yes if employees must select a city when entering this expense type.
    • Select No if no city field will appear for selection when employees enter this expense type.
  13. The Per diem Hours field is enabled whenever you select Meals Per Diem Only format type.  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. Note: Once the field is selected and saved the value can no longer be updated.
  14. The Currency field determines whether employees need to specify a currency with the amount provided. If the currency field is disabled, the default employee currency will be used. If the currency field is enabled, users have to select a currency. Also, an exchange rate field will appear.
  15. The Personal field determines whether employees can enter a specific amount of the transaction that is non-business related and thus would be non-reimbursable.
  16. In the Track Attendee field,
    • Select Disabled if employees are never to list attendees for this expense type.
    • Select Required if in all cases employees are required to enter attendee names for this expense type.
    • Select Optional for the List Attendees field to appear when the employee enters expenses for this type, but entering attendee names is optional.
    • Added in Version 5.5.1. If track attendees is enabled, Select Enable Attendee Group to allow a group of attendees, with a count of group members, to be entered in attendee list.
    • Added in Version 5.5.1. New NPI attendee search lookup that separates Shared attendee from NPI data.
  17. In the Itemize Charge (Only for Credit Card) field:
    • Select Disabled if the expense type is not used with credit card payment types.
    • Select Required if the expense type should always be itemized to at least one expense type when using a credit card payment type.
    • Select Optional if the expense type can be itemized, but it is not required, when using a credit card payment type.
  18. 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.
  19. In the Alcohol Tracking field,
    • Select Disabled if alcohol is not included within the expense type (i.e. non-meal expense types).
    • Select Reimbursable if alcohol expenses can be itemized within this expense type and their amounts will be reimbursable to the employee.
    • Select Non Reimbursable if the alcohol expenses can be itemized within this expense type and their amounts will be non-reimbursable to the employee.
  20. The Attachment field determines whether or not attachments (such as receipts) can be associated with this expense type.
  21. 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)
  22. 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.
  23. 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)  
  24. The Receipt field determines whether employees need to specify whether they have a receipt or not.
    • Select Receipt to only display a receipt option.
    • Select VAT Receipt to only display a VAT receipt option. This clears out any VAT calculations performed by the system
    • Select Both to display both Receipt option & a VAT Receipt option.
    • Select No Receipt to disable both options
  25. 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.
  26. In the Online Help field, connect a website to the application through the help button at the bottom of the screen.
  27. In the Expense Express Icon field, select the icon that will be displayed on Expense Express menu.
  28. Click Save to save this Expense Type.

Assigning Additional Fields to ExpenseTypes

  1. Click on Expense to expand the Expense menu.
  2. Click Expense Type.
  3. Select a Report Type from the display. The screen will split. On the bottom half of the screen, you will see:
    1. Expense Type
    2. Additional Fields
    3. Expense Assignment
    4. OBS Assignment
  4. Select Additional Fields (note: the drop down box will only populate if you set a Field Label to Expense Type under Expense -> Additional Fields)
  5. Click Add.
  6. For Label, choose the name of the label that you selected.
  7. For Format, select either:
    1. Decimal
    2. Integer
    3. Date
    4. Display Only
    5. Free Text
    6. Drop Down
  8. If you select Drop Down, you must select a Group ID (this Group ID corresponds with the Field Group that we created under Additional Fields).
  9. Enter a Default Value if needed (this will populate by default in this field).
  10. For Required, specify whether this field needs to be completed or not by picking Yes or No.
  11. For Sort, specify the order that these labels will occur (for example, if you have two different labels, one called City and one called State, you can set City to 1 and State to 2 to make City come before State).
  12. Indicate whether this field is Active by picking either Yes or No.
  13. Click Save All.
  14. Repeat as many times as necessary.
  • No labels

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