Expense Categories

Typically, when your employees request reimbursement or advances for expenses incurred on behalf of your organization, expenses fall into certain categories such as travel, phone and internet usage, or mileage. Expense categories promote data entry consistency and simplify the request process by using categories with default General ledger distributions.

To add new expense categories, as well as edit and delete existing ones, select Expenses, Settings, Expense categories. To quickly locate a specific category, search or filter.

Tip: To quickly locate a category, search or filter the list.

Add expense category

From Expenses, Settings, Expense categories, select Add.
After you enter a name and description, select Calculate by rate and enter an amount if you want to set a fixed reimbursement rate. For example, your organization reimburses mileage at $.41 per mile and the requestor drove 100 miles to a conference. The total amount requested is $41.
Under Distribution, decide how to define the account number:
- Account code - combines the account with the user's default distribution.
- Always use this account number - overrides the user's default distribution with the account.
To enter specific projects, classes, and transaction codes to use for the default transaction distribution, select Use transaction distribution. Transaction distributions defined here will override the user's default transaction distributions.
Enter custom fields as necessary, then select Save.