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.
- Click the Data tab.
- Select Expense Type and click Show Tab. The Expense Type screen is displayed.
- Click New. The Search for Expense Type / New Expense Type: Main screen is displayed.
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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.
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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.
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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.
- Click Add in the Available Itemization Types section, and add the data groups. The Find Expense Type screen is displayed.
- Specify filter information and click Find or to find all expense types, do not specify a value in the field and click Find.
- Select an expense type.
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Click
Pick Selected.
Note: You can click Pick All to select multiple expense types.
- Click Add in the Membership section, if required, and add the data groups.
- Click Save to add an expense type and save the data.