Expenses permissions

Expenses permissions control who has access and visibility to Expenses functionality.

When a new feature is added, you typically need to assign permissions to users. This allows you to control access of who can use those new features.

A user's effective permissions can be influenced by other factors, such as their user type, role, and admin privileges. Learn more about user types and permissions.

Role-based permissions

  1. Go to Company > Admin > Users, roles, and groups > Roles.

  2. Select Subscriptions next to the role.

  3. Find the application and select Permissions.

User-based permissions

  1. Go to Company > Admin > Users, roles, and groups > Users.

  2. Select Subscriptions.

  3. Find the application and select Permissions.

At the top of the Activities and lists section and Reports section, there are 3 options that let you quickly configure permissions across that application area. For example, to assign users full access to Accounts Payable, select All at the top of the Activities and lists section and Reports section.

Area Shortcut or Radio button options

Activities and lists
  • None: User has no permissions to activities and lists.
  • Read only: User can list and view records.
  • All: User has permissions to all activities and lists.

Reports
  • None: User has no permissions to run reports.
  • Read only: User can run a select subset of reports only.
  • All: User can run all reports.

The Read only and All options function the same for reporting.

Activities and lists

Permission Options
Expense summaries

  • List: Displays a list of summaries.

  • View: Provides a read-only view for summary information. Requires the List permission.

  • Add: Allows users to add summaries. Requires the List permission.

  • Edit: Enables users to edit summary information. Requires the List permission.

  • Delete: Users can delete summaries. Requires the List permission.

  • List expenses: Displays a list of staff expense records.

  • Add expense: Allows users to add staff expense records.

  • View expense: Provides a read-only view for staff expense records.

  • Edit expense: Enables users to edit staff expense records.

  • Delete expense: Users can delete staff expense records.

  • Reverse expense: Allows users to reverse staff expense records.

  • Reclass expense: Enables users to reclassify staff expense records.

  • To add expense types, assign the Expense types List and Add permissions.

  • To add locations, assign the Locations List and Add permissions from the Company application.

Electronic receipts

  • List: Displays a list of electronic receipts.

  • View: Provides a read-only view for electronic receipt information. Requires the List permission.

  • Edit: Allows users to update electronic receipt information. Requires the List permission.

  • Delete: Enables users to delete electronic receipts. Requires the List permission.

  • Upload: Users can upload electronic receipts. Requires the List permission.

  • Manage staff electronic receipts: Allows users to manage staff electronic receipts. Requires the List permission.

My expenses

  • List: Displays a list of a user's own expense reports.

  • View: Provides a read-only view for a user's own expense report details. Requires the List permission.

  • Add: Allows users to add and duplicate their own expense reports. Requires the List permission.

  • Edit: Enables users to change their own expense reports. Requires the List permission.

  • Delete: Users can delete their own expense reports. Requires the List permission.

Expense adjustments

  • List: Displays a list of expense adjustments.

  • View: Provides a read-only view for expense adjustment information. Requires the List permission.

  • Add: Allows users to add expense adjustments. Requires the List permission.

  • Edit: Enables users to edit expense adjustment information. Requires the List permission.

  • Delete: Users can delete expense adjustments. Requires the List permission.

  • Reverse: Allows users to reverse expense adjustments. Requires the List permission.

  • Reclass: Enables users to reclassify expense adjustments. Requires the List permission.

Approve expenses

  • List: Displays a list of expense reports that users can approve or decline.

Expense approval levels

Assign the Approve expenses List permission so that users can approve or decline expense reports based on the assigned level. Set approval levels in the Expense report approval settings.

  • Level 1: Allows users to approve or decline expense reports based on the level 1 minimum amount in the Expense report approval settings.

  • Level 2: Enables users to approve or decline expense reports based on the level 2 minimum amount in the Expense report approval settings.

  • Level 3: Users can approve or decline expense reports based on the level 3 minimum amount in the Expense report approval settings.

  • Level 4: Allows users to approve or decline expense reports based on the level 4 minimum amount in the Expense report approval settings.

  • Level 5: Enables users to approve or decline expense reports based on the level 5 minimum amount in the Expense report approval settings.

  • Level 6: Users can approve or decline expense reports based on the level 6 minimum amount in the Expense report approval settings.

Select to reimburse

  • Run: Users can select expense reports to reimburse or pay.

Approve reimbursements

Set approval levels in the Expense report reimbursements approval settings.

  • List: Displays a list of expense reimbursements that users can approve or decline.

  • Level 1: Allows users to approve or decline expense reimbursements based on the level 1 minimum amount in the Expense report reimbursements approval settings. Requires the List permission.

  • Level 2: Enables users to approve or decline expense reimbursements based on the level 2 minimum amount in the Expense report reimbursements approval settings. Requires the List permission.

  • Level 3: Users can approve or decline expense reimbursements based on the level 3 minimum amount in the Expense report reimbursements approval settings. Requires the List permission.

  • Level 4: Allows users to approve or decline expense reimbursements based on the level 4 minimum amount in the Expense report reimbursements approval settings. Requires the List permission.

  • Level 5: Enables users to approve or decline expense reimbursements based on the level 5 minimum amount in the Expense report reimbursements approval settings. Requires the List permission.

  • Level 6: Users can approve or decline expense reimbursements based on the level 6 minimum amount in the Expense report reimbursements approval settings. Requires the List permission.

Pay in advance

  • Run: Generates the Pay In Advance page. Users can create an advance function.

Print checks

  • Run: Generates the Print Checks page. Users can print, confirm, and void checks.

Print payment copies

  • Run: Generates the Print Payment Copies page.

Summaries

  • Open: Allows users to open expense subledgers for entities and entity groups, enabling users to start the period. Also, users can open an expense subledger for a single summary.

  • Close: Enables users to close expense subledgers for entities and entity groups, allowing users to close the period. Also, users can close an expense subledger for a single summary.

Employees

  • List: Displays a list of employee records.

  • View: Provides a read-only view for employee information. Requires the List permission.

  • Add: Allows users to add employee records. Requires the List permission.

  • Edit: Enables users to update employee information expect for the employee ID. Requires the List permission.

  • Delete: Users can delete employee records. Requires the List permission.

  • Bank details: Users can enable ACH payments on the Reimbursements information tab. Requires the List and Post permissions.

  • Unmask bank details: Allows users to see unmasked employee bank details for bank file payments. Requires the List permission.

To display the Cost rates tab, assign the Employee rates View permission. Requires the List and Post permissions.

To access the Location link on the employee information page, assign the Locations List and View permissions from the Company application. Requires the List and View permissions.

To access the Employee type link on the employee information page, assign the Employee types List and View permissions. Requires the List and View permissions.

Employee groups

  • List: Displays a list of employee groups.

  • View: Provides a read-only view for employee group information. Requires the List permission.

  • Add: Allows users to add employee groups. Requires the List permission.

  • Edit: Enables users to edit employee group information except for the employee group ID. Requires the List permission.

  • Delete: Users can delete employee groups. Requires the List permission.

To access the Members link, assign the Employees List permission. Requires the List permission.

Employee rates

  • View: Generates the Cost rates tab on the Employee Information page.

If you assign the View permission, also assign Employees permissions so that users can manage employee information.

Employee types

  • List: Displays a list of employee types.

  • View: Provides a read-only view for employee type information. Requires the List permission.

  • Add: Allows users to add employee types. Requires the List permission.

  • Edit: Enables users to change employee type information except for the name. Requires the List permission.

  • Delete: Users can delete employee types. Requires the List permission.

Pending reimbursements

  • List: Displays a list of pending reimbursements.

  • View: Provides a read-only view for reimbursement information. Requires the List permission.

  • Edit: Allows users to edit reimbursement information. Requires the List permission.

  • Delete: Enables users to delete pending reimbursements. Requires the List permission.

Posted reimbursements

  • List: Displays a list of posted reimbursements.

  • View: Provides a read-only view for reimbursement information. Requires the List permission.

  • Void: Allows users to void posted reimbursements. Requires the List permission.

Posted advances

  • List: Displays a list of posted advances.

  • View: Provides a read-only view for advance payment information. Requires the List permission.

  • Void: Enables users to void posted advances. Requires the List permission.

Expense types

  • List: Displays a list of expense types.

  • View: Provides a read-only view for expense type information. Requires the List permission.

  • Add: Allows users to add expense types. Requires the List permission.

  • Edit: Enables users to update expense type information expect for the name. Requires the List permission.

  • Delete: Users can delete expense types. Requires the List permission.

Expense payment types

  • List: Displays a list of expense payment types.

  • View: Provides a read-only view for expense payment type details. Requires the List permission.

  • Add: Allows users to add expense payment types. Requires the List permission.

  • Edit: Enables users to edit expense payment type details expect for the name. Requires the List permission.

  • Delete: Users can delete expense payment types. Requires the List permission.

Bank file generator

  • Run: Allows users to generate bank payment files.

Bank file

  • List: Displays a list of bank payment files.

  • View: Provides a read-only view for bank file payment information. Requires the List permission.

  • Manage: Users can manage bank payment files when they have a linked bank account for feeds. Requires the List permission.

  • Export: Allows users to download bank payment files. Requires the List permission.

  • Confirm: Enables users to confirm bank payment files. Requires the List permission.

  • Delete: Users can delete bank payment files. Requires the List permission.

Reports

To memorize reports, assign the Memorized reports List and Add permissions from the Company application. Requires the Run permission.

To add reports to dashboards, assign the Dashboard Add permission and Memorized reports List and Add permissions from the Company application. Requires the Run permission.

From the Company application, you can assign Memorized reports and Dashboard permissions to enable users to list, view, add, edit, and delete reports.

Permission Options

Expense ledger

  • Run: Generates the Expense Ledger report. From the report, users can view, customize, process and store, print, email, and export reports.

Check register

  • Run: Generates the Check Register report. From the report, users can view, customize, process and store, print, email, and export reports.

Employee aging reports and graphs

  • Run: Generates the Employee Aging report. From the report, users can view, customize, process and store, print, email, and export reports.

Reclassification report

  • Run: Generates the Employee Expense Reclassification report. From the report, users can view, customize, process and store, print, email, and export reports.