Set up expense claim categories and items

Every transaction in an expense claim is recorded with an expense item such as Train, Entertainment, Accommodation etc. You can group these items into optional expense categories. For example, an expense category of Travel might contain expense items of Flight, Train and Taxi.

If you want to group your expense claim items into categories, you must select Use Expense Categories in the Timesheet and Expense Claim settings.

To set up expense claim items and categories

Open: Project Accounting > Project Maintenance > Expense Claim Items.

1. The Expense categories are displayed at the top with the Expense items for the selected category displayed underneath.

2. To add an expense category, click Add then enter the category code and description.

   Note: If the Expense categories section is not displayed, you can display it by enabling Use expense categories in the Timesheets and Expense Claims settings.

3. To add an expense item, select the appropriate expense category (if using categories), then click Add in the Expense items section.

   Code andDescription.	Enter a code and description for the expense item.
   Status	Select Active if you want to be able to select this item when expense claims are entered. If you do not want the item to be available for selection when entering expense claims, change its status to Inactive. This can be used when expense claim items are no longer required. Once an expense claim item has been added to an expense claim it cannot be deleted.
   Unit based and Rate	Select this if you want to enter a quantity rather than a value for this item. When you enter an item quantity on the expense claim, this is multiplied by the Rate to give the value of the claim. You can use these for expense items that are based on quantity rather than value, such as mileage. You enter the no of miles and the value is calculated based on the Rate you enter here. This rate cannot be changed on an expense claim.
   VAT code	This is used by default on any expense claim for this expense item. You can override this on each expense claim if required
   N/L Account No	Select the default nominal account that you want to use for posting the cost of expense claims. This account is used if you have not chosen to post expense claims to Project Accounting in the Timesheet and Expense Claim settings. If you have chosen to post expense claims to Project Accounting, then the nominal account specified on the project item is used.