Expense (Expense Setup)

The DATABASICS Expense Setup menu allows administrators to configure how employees report expenses and what data are gathered for reporting and client billing. Administrators can create different types of expense reports and limit the kinds of expenses that are available on each type of report via expense type assignments. In addition, access to reports can be limited to certain employees via report type assignments. An entire report can be associated with one WBS or each expense can be distributed across multiple WBSs. The main expense categories are fixed rate/mileage, per diem, and miscellaneous. For fixed rates/mileage expenses, DATABASICS Expense automatically calculates totals based on the total units (mileage) entered by the employees and the rates setup by the administrator. Similarly, for per diem expenses, DATABASICS Expense automatically calculates totals based on the city and duration entered by the employees and the per diem rates setup by the administrator. For miscellaneous expenses, employees are required to provide payment type, currency, and amount, and DATABASICS Expense automatically calculates totals based on currency exchange rates and VAT rates setup by the administrator. In addition, administrators can setup any number of custom fields to gather various type of information at the report level as well as the expense level.

Due to data dependencies during the initial setup, it will be necessary to setup some data elements prior to others. A recommended method is to setup the Expense menu in the following order:

1. Expense Code
2. Payment Type
3. Expense Type Group
4. Expense Type
5. Report Type
6. Fixed/Mileage Rate (if used)
7. Per Diem Setup (if used)
8. City Setup (if used)
9. Tax Setup (if used)