Expense Type Setup

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:

Expand Expense by clicking on the plus sign.
Click Expense Type
Click on the Add button.
Fill in the following fields:
1. ID*: Enter an ID for the Expense Type. The maximum length of this field is 20 characters.
2. Name*: Enter a name to identify the expense type. The maximum length of this field is 100 characters.
3. Description: Enter text to further identify the expense type. This field is limited to 255 characters.
4. Format Type*:
  1. Advance/Prepaid - If you are creating an expense 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 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).
  3. 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).
  4. 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).
  5. Other - For all other expense types such as Airfare, Gas, etc.
  6. 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).
5. Expense Group*: Select the expense group from the drop down associated with the expense type.
6. Restrict Access:
  1. Yes - If the expense type will be restricted based on OBS or WBS assignment. This can pertain to a specific group or individual.
  2. No - If the expense type will be available for all.
7. Require Notes*:
  1. No - Notes field on expense type is optional.
  2. Yes - Notes field on expense type is required before the expense can be saved.
8. Allow Modify Description*:
  1. No - If description field is not needed on the expense type.
  2. Yes - If description field is needed on expense type and user is able to update the description text. This field is defaulted to the expense type name.
9. 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) - 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.
  3. Reimbursable to Employee - If the expense type should always be reimbursable, regardless of payment type (often used for mileage expense types).
10. 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.
  4. Lodging - If using the Lodging Per Diem Only format.
  5. General - If using a fixed rate or other format.
  6. Meals-Lunch - If you are creating a meals per diem expense type allowance for just Lunch.
11. City*: (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. Yes - If employees must select a city when entering this expense type.
  2. No - If no city field will appear for selection when employees enter this expense type.
12. Per diem Hours: Only shows up if format type is set to "Meals Per Diem Only"
  1. Yes - When Per diem expense type requires tracking of user actual time out of the office.
  2. No - By default the field will be set to No but keep as No if user does not need to track the actual time out of the office.
    
    Once the field is selected and saved the value can no longer be updated.
13. Meals Provided: Enter in a label to be shown to user and also check the box "*Meal Provided" if users will need to inidicate while meals were provided.
14. The following fields are related to Meals and Max Per Diem set up:
  1. Full Day: Enter in a label to the shown to the user and also check the box "Enable" if the option will be available for users to chose from for Out of Office. This is based on the Allowance Rule setup.
  2. Three Fourths Day: Enter in a label to the shown to the user and also check the box "Enable" if the option will be available for users to chose from for Out of Office. This is based on the Allowance Rule setup.
  3. Half Day: Enter in a label to the shown to the user and also check the box "Enable" if the option will be available for users to chose from for Out of Office. This is based on the Allowance Rule setup.
  4. One Forths Day: Enter in a label to the shown to the user and also check the box "Enable" if the option will be available for users to chose from for Out of Office. This is based on the Allowance Rule setup.
  5. Default First Day*: Select the value defaulted for the first day. For example if the first day gets 50% of the per diem, select the out of office set set up for 50%. This could be the half day option depending on the allowance rule set up.
  6. Default 1 Day*: Select the value defaulted for the days in between. For example if the second day gets 100% of the per diem, select the out of office set set up for 100%. This could be the full day option depending on the allowance rule set up.
  7. Default Last Day*: Select the value defaulted for the last day. For example if the last day gets 25% of the per diem, select the out of office set set up for 25%. This could be the one forths day option depending on the allowance rule set up.
15. Currency*:
  1. Yes - If user needs to specify a currency with the amount provided. 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.
16. 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.
17. 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.
  3. Required Attendee and Company - If user is required to enter the attendee and company name.
  4. Required Attendee Only - If user is only required to enter in the attendee name.
  5. Required Attendee, Title, and Company - If user is required to enter the attendee name, title, and company name.
  6. Optional - Attendees field will be avaiable for user to input information but will be optional.
18. Attendee Enable Amount*:
  1. Disabled - Tracking of amounts by attendee is not available.
  2. Required - If tracking amounts by attendee are required.
  3. Optional - If tracking amounts by attendee is optional.
19. 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. 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.
  3. Optional - If the expense type can be itemized, but it is not required.
20. Tip*: Field determines whether employees can specify the portion of a transaction that was recorded as a tip/gratuity.
  1. No - A field will not be available for users to enter a tip amount.
  2. Yes - A field will appear for this expense type for employees to enter a tip amount.
21. Alcohol Tracking*: This field is only available if Breakout Type is set to any of the "Meals" type.
  1. Disabled - If alcohol tracking is not avaiable.
  2. Reimbursable - If alcohol expenses can be itemized within this expense type and their amounts will be reimbursable to the employee.
  3. Non Reimbursable - If the alcohol expenses can be itemized within this expense type and their amounts will be non-reimbursable to the employee.
22. Attachments*: Field determines whether or not attachments (such as receipts) can be associated with this expense type.
  1. No - If attachments are not allowed on expense type line.
  2. Yes - If attachements are allowed on expense type line.
23. Track Odometer:
  1. No - If users are not required to enter in odometer reading for mileage reimbursement.
  2. Yes - If users are required to enter in their odometer reading for mileage reimbursement.
24. Unit Label: Enter in a label for the Fixed/Mileage field.
25. Unit Options:
  1. Default Unit Amount equal 1 Only - If an expense will always be one fixed value. Example: User always gets $50 for cell phone reimbursement.
  2. Mileage/KM Options - User gets to chose between miles or km.
  3. Disabled - No option is available
  4. Enabled - Will show a field based on the name entered in Unit Label.
26. Unit Rate Type
  1. Rate based on monthly number of units or miles - If rate changes based on a specific number per month.
  2. Rate not based on Threshold. - If rate is not based on a thresehold.
  3. Rate based on yearly number of units or miles.Year starts January - If the rate determination is reset every January.
  4. Rate based on yearly number of units or miles.Year starts April - If the rate determination is reset every April.
27. Tax 1 Code (and Tax 2 Code field) : Indicate whether a tax field will be present for this expense type (set up in Taxes)
28. Optional Compute Tax*: Allows users to indiciate if tax should be auto calculated or manually entered. This is dependant on Tax 1 Code and or Tax 2 Code field to be selected. If auto compute is expected, a rate will need to be set up in the Tax Rate set up.
  1. No - If users do not have the option to chose how the taxes would be computed.
  2. Yes - If users have the option to have application auto compute the taxes based on the business amount if the Tax set up is completed, or users have the option to manually type in the tax amount.
    1. With this option the users will see the "Tax Included" box that will be checked by default. If this box is left checked, the amount put into the business field will business amount + tax and the application will split it out based on the tax set up.
    2. If the "Tax Included" box is unchecked then the tax(es) will be autocompueted based on the business amount and the tax set up.
    3. Users can uncheck the "Auto Compute Tax" Field to enter in the tax(es) manually.
29. Grid Grouping - Enter a name that will be used as the heading for this expense type when users enter expenses using the Grid Entry view.
30. Recurring Charge*:
  1. Yes - If you want to enable date range copy of the same charge, for example; hotel room for 5 nights.
  2. No - If a date range for the expense is not available.
31. Enable Commute Mileage*: If you would like for users commute mileage to be deducted from their mileage reimbursement. User must set up their commute mileage in their profile.
32. Template Expense Type: This is used for OCR matching. If the receipt can be scanned and recognized as the category selected in this field, it will select the expense type.
33. Online Help - connect a website to the application through the help button at the bottom of the screen.
34. Expense EXPRESS - Select the icon that will be displayed on Expense Express menu.
35. 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
Click Save to save this Expense Type.

* Indicates a required field

Assigning Additional Fields to ExpenseTypes

Click on Expense to expand the Expense menu.
Click Expense Type.
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
Select Additional Fields (note: the drop down box will only populate if you set a Field Label to Expense Type under Expense -> Additional Fields)
Click Add.
For Label, choose the name of the label that you selected.
For Format, select either:
1. Decimal
2. Integer
3. Date
4. Display Only
5. Free Text
6. Drop Down
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).
Enter a Default Value if needed (this will populate by default in this field).
For Required, specify whether this field needs to be completed or not by picking Yes or No.
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).
Indicate whether this field is Active by picking either Yes or No.
Click Save All.
Repeat as many times as necessary.