Activating Expense Types

Objective

After completing this lesson, you will be able to configure, modify and activate a new expense type.

Expense Types Overview

The Expense Types section is where you configure the different types of expenses that users submit on their expense reports to be reimbursed for the business expenses they incur. The global template contains many necessary expense types for each country.​

You aren't limited in the number of expense types you can set up in the system.​

When you rename an expense type, it's highly recommended that you use a name similar to the original name. Some expense types - for example, Hotel - have associated functionality built-in,such as itemization wizards. It's recommended to rename expense types that you no longer need in a similar manner as "zNotUsed." ​

A user has access to expense types depending on the policy assigned for a given expense report.​

The image displays an Expense Types admin page. It shows tabs: Expense Types, Expense Type Limits, Itemization Wizard, and Description and Quick Tips. A search panel lets users enter an expense type, click Search, or check Display inactive expense types. Action buttons read New, Modify, and Deactivate. A table lists expense types with columns for Expense Type, Spend Category, Parent, and Active.

Create an Expense Type

To create an expense type:

Steps

  1. From the Expense Types page, select New.

    The image displays an Expense Types admin page in a web application. A top menu shows Company, Expense, and Invoice. A left sidebar lists Expense Admin links. The main area shows tabs for Expense Types, Expense Type Limits, Itemization Wizard, and Description and Quick Tips. A search panel lets users select an expense type, enter a value, click Search, and check Display inactive expense types. Action buttons read New, Modify, and Deactivate. A results table lists Expense Type, Spend Category, Parent, and Active.

  2. In the General step of the New Expense Type wizard, enter the appropriate values and then select Next.​

    The image displays an Expense Types page for creating a new expense type. Tabs show Expense Types, Expense Type Limits, Itemization Wizard, and Description and Quick Tips. The New Expense Type section shows General, Policies, Attendees, and Accounting steps. The form sets Name to Spring Show and Spend Category to Trade/Convention. Availability options include Both Entry and Itemization, Only for Entry, and Only for Itemization. The Parent field shows 01. Travel Expenses. A checkbox enables Show on mobile device. Itemization options are Required, Optional, and Not Allowed. Itemization Wizard is set to None. A button reads Expense Types Available for Itemization. Cancel and Next buttons appear at the bottom, with Next highlighted.

  3. In the Policies step, select the policies that use this expense type, and then enter the appropriate values. After you select the policy, select the appropriate entry forms and then select Next.​

    The image displays a New Expense Type page in the Expense Types setup. Tabs show Expense Types, Expense Type Limits, Itemization Wizard, and Description and Quick Tips. A step bar lists 1 General, 2 Policies, 3 Attendees, and 4 Accounting, with Policies open. A table lists policy names with columns for expense entry form, itemized entry form, and vendor list. The US Expense Policy row is checked and highlighted, with Default shown for both forms. Bottom buttons read Cancel, Previous, and Next, with Next highlighted.

  4. In the Attendees step, each selected policy includes a set of check boxes for setting the appropriate attendee-related functions. Select the appropriate check boxes, per policy. The check boxes are necessary only for expense types that use the Attendee fields. Select Next.​

    The image displays an Expense Types page with the New Expense Type wizard on step 3, Attendees. A table for the US Expense Policy shows options with checkboxes: Show Cost per Attendee (checked), Allow users to edit the Cost per Attendee (unchecked), Allow users to enter the count of “No Shows” (unchecked), Allow users to edit the count of attendees (unchecked), and Include user as an attendee by default (checked). Buttons at the bottom read Cancel, Previous, and Next, with Next highlighted.

  5. In the left pane, navigate to the appropriate place within the Account Code Hierarchy, enter the account code and any other required fields, and then select Done.​

    The image displays an Expense Types page with the New Expense Type wizard on step 4, Accounting. A left pane shows a Global folder with an SAP node. The main table, titled Account Codes for Selected Hierarchy Item, lists columns for Expense Type, Account Code, Inherited Code, and Inherited Level. One row shows Spring Show with account code 200.312. Tabs across the top read Expense Types, Expense Type Limits, Itemization Wizard, and Description and Quick Tips. Bottom buttons show Cancel, Previous, and Done, with Done highlighted.

Activate and Modify an Expense Type

Note

You must have the unrestricted Expense Configuration access to modify Policies and Forms and Fields.
To activate and modify an expense type:

Steps

  1. From the Expense Types page, select the expense type to be activated, and then select Activate.​

    The image displays an Expense Types admin page with tabs for Expense Types, Expense Type Limits, Itemization Wizard, and Description and Quick Tips. A search panel lets users filter by expense type and shows a checked option to display inactive expense types. Action buttons include New, Modify, and Activate, with Activate highlighted. A table lists Expense Type, Spend Category, Parent, and Active. The Courier/Shipping/Freight row is selected, with Spend Category set to Shipping and Active set to No.

  2. Select the newly activated expense type and select Modify.​

    The image displays an Expense Types admin page. Tabs show Expense Types, Expense Type Limits, Itemization Wizard, and Description and Quick Tips. A search panel lets users filter by expense type and display inactive types. Action buttons include New, Modify, and Deactivate, with Modify highlighted. A table lists Expense Type, Spend Category, Parent, and Active. The Courier/Shipping/Freight row is selected, shows Spend Category Shipping, and Active Yes.

  3. Configure the expense type. The Policies step is what activates the expense type for users.​

Summary

  • Configure expense types in the Expense Types section.
  • Use the wizard to create new expense types step-by-step.
  • Assign policies and configure attendee-related functions.
  • Specify account codes within the Account Code Hierarchy.

Learning

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