Field descriptions: Expense types

The following table describes each description on the Expense type information page.

Expense type information page field descriptions
Field Description

Expense type

Give the expense type a general label, such as "Travel" or "Mileage".

After you save this field, you can’t change it.

Description

Enter the expense type (account label) text here. To continue the prior example, it might be "Automobile Expenses."

Account number

Assign an actual GL account by selecting the dropdown list and choosing a GL account.

For example, you could choose GL Account no. 60200. When you go to General Ledger > All > Accounts, you'd see that account 60200 has an Account Title of "Automobile Expenses."

Offset account number

You can assign a specific offset account to an Expense type. If not, the default GL Account for Employee Liabilities is used. The default account is selected in Configure Expenses.

Item

If you subscribe to the Projects application, and as part of your project management you bill some expenses back to the project client, then expense types will also include items. In this context, an item is a defined category of expense. Airfare, software, meals, training, and consulting services are all examples of items. Select an item with this expense type to bill the relevant expense back to the client.

Status

The default is Active. If you wish to suppress unused expense types from appearing in lists, pull-downs and pickers, select Inactive. (You can still list inactive ones by selecting the Include inactive checkbox on the Expense Types list page.)

Rate per unit section

For rate-based expenses

Rate per unit section field descriptions
Field Description

Unit currency

Required for multi-currency companies and rate-based expenses. Select the currency of the rate. This is what will determine the currency of the transaction amount.

Unit rates

Your Start Date determines when your rate takes effect. This means that the rate only applies to the expense line items that have an expense date on or after this Start Date.

Enter a monetary amount for your Unit rate (for example, an amount per mile for mileage). When an employee enters a quantity, it's multiplied by this unit rate to produce the reimbursement amount.

For example, if your expense type is for mileage, you could enter 0.575 in the unit rate. If an employee drove 10 miles, they would enter 10 miles in the Quantity field of their expense report. The Amount would calculate to $5.75 USD.