Adding an expense type

You can use the Expense Type (alco_expense_type) table to map the expense types to summary categories and general ledger codes.

  1. Click the Data tab.
  2. Select Expense Type and click Show Tab. The Expense Type screen is displayed.
  3. Click New. The Search for Expense Type / New Expense Type: Main screen is displayed.
  4. Specify this information in the Primary Information panel:
    Name
    The name of the expense type.
    Expense Category
    The category of the expense type such as Entertainment.
    Status
    The status of the expense type. The status can be Active or Inactive.
    External Key
    A unique external ID of the expense type, if required.
  5. Specify this information in the Additional Information panel:
    G/L Code
    A general ledger code of the expense type.
    Note:  If you add a mileage expense rate, a mileage rate is automatically created. You must activate the mileage rate and define the mileage rate information. Refer 'Adding a mileage rate' for more information.
    Special Code
    A special code of the expense type, if required.
    Itemization Only
    Indicates whether the expense type is an itemized expense.
    Travel Category
    The travel plan category of the expense type.
    Instructions
    Additional expense type-specific instructions displayed to the users, if any.
    Image
    The image to display next to the expense type. If this is left blank, expense_general.png is used.
    Credit Card only
    Indicates whether the expense type is a credit card transaction.
  6. Specify this information in the Per Diem panel.
    Per Diem Name
    The per diem type for the travel item. See, Adding a per diem type for more information.
    Per Diem Subtype
    A per diem subtype for the travel item.
    Default Amount
    The default amount for the travel item and the currency type.
    Default Currency
    The amount/currency to use when no pre-defined rate is found.
  7. Click Add in the Available Itemization Types section, and add the data groups. The Find Expense Type screen is displayed.
  8. Specify filter information and click Find or to find all expense types, do not specify a value in the field and click Find.
  9. Select an expense type.
  10. Click Pick Selected.
    Note:  You can click Pick All to select multiple expense types.
  11. Click Add in the Membership section, if required, and add the data groups.
  12. Click Save to add an expense type and save the data.