Creating Expense Type Descriptions and Quick Tips

Objective

After completing this lesson, you will be able to manage expense type descriptions and tips.

Expense Type Descriptions and Quick Tips Overview

Expense type Descriptions let you display an explanation of when to use a particular expense type. Descriptions are visible when employees select an expense type. ​

The image displays a pop-up titled Add Expense to Report with the New Expense tab selected. Users can search to select an expense type. The Recently Used section lists Airfare and Airline Fees with brief descriptions. Controls on the right let users collapse sections and change the view, and a scrollbar is visible. Cancel sits at the bottom right, and a close icon appears at the top right.

Quick Tips guide the user when entering details and are available on the expense entry form.​

The image displays a New Expense form with the Details tab open and Itemizations beside it. The Expense Type is Business Meal (with Attendees). A Quick Tips box gives guidance on purpose, receipts, alcohol approval, and a link to restrictions. Fields show Transaction Date 08/29/2022 and Business Purpose Team Workshop. A link labeled Allocate appears under the tabs. The right pane shows an Upload Receipt Image area with a Hide Receipt link. Top right buttons show Save Expense and Cancel.

Create Expense Type Descriptions

To enter expense type descriptions:

Steps

  1. Navigate to Expense Types Administration and select the Description and Quick Tips tab.

    The image displays an “Expense Types” settings page. Tabs show Expense Types, Expense Type Limits, Itemization Wizard, and Description and Quick Tips. The page includes a language selector set to English, a policy selector, and a search field with a Search button. A table lists Description and Quick Tips with items such as Agency Booking Fees, Airfare, and Car Rental. Some rows show “Available.” A vertical scrollbar appears on the right.

  2. Select the appropriate language and policy that you wish to target.

    The image displays the same page with the policy dropdown open. The list shows options like Canada Expense Policy, Czech Republic Expense Policy, Germany Expense Policy, Global Expense Policy, Poland Expense Policy, United Kingdom Expense Policy, and United States Expense Policy. The language remains English. The expense type table is visible below.

  3. Select the desired expense type and then select Modify.

    he image displays the same page with the “Airfare” expense type highlighted. The Modify button appears above the list. The Airfare row shows “Available” in the Description column. Other expense types are listed above and below.

  4. Enter the Default Description. You have another opportunity to add the description to a specific policy.

    The image displays the Modify Expense Type: Airfare screen in an Expense Types settings page. The Description and Quick tips tab is open. A text box labeled Default Description contains: “Any flight fees, whether it is the original airfare purchase or the cost difference to change a flight.” The language is English. A link says Add policy specific description. Cancel and Save and Next buttons appear at the bottom.

Create Expense Type Quick Tips

To enter expense type quick tips:

Steps

  1. Select the appropriate language, policy, and expense type that you wish to target, and then select the Modify button.

    The image displays the Expense Types page with the policy dropdown open. English is the selected language. The dropdown lists policies such as Global Expense Policy, United Kingdom Expense Policy, United States Expense Policy, and Finland Expense Policy. A Modify button appears on the left. A table of expense types shows columns for Expense Type, Description, and Quick Tips.

  2. Select the Save and Next buttons.

    The image displays the Modify Expense Type: Airfare screen with the Description tab open. A text box labeled Default Description shows: “Any flight fees, whether it is the original airfare purchase or the cost difference to change a flight.” The language is English. Save and Next and Cancel appear at the bottom right.

  3. Enter and format the Default Quick Tips. Add the description to a specific policy if necessary.

    The image displays the Modify Expense Type: Business Meals (Attendees) screen with the Quick Tips tab open. A rich text box labeled Default Quick Tips provides guidance: state the business purpose and which meal was served, attach receipts and supporting documents, and record manager approval for alcoholic beverages in comments. A link labeled Add policy specific quick tips appears below the box.

Summary

  • Improve user experience with expense type descriptions and quick tips.
  • Descriptions appear when users select an expense type.
  • Quick tips appear on the expense entry form for guidance.
  • Customize descriptions and tips for different languages and policies.

Learning

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