Managing Expense Forms

Objective

After completing this lesson, you will be able to identify the manage expense forms by accessing form interfaces and performing administrative functions.

Introduction

This unit explores the essential components of expense and attendee forms. Throughout this unit, you gain a comprehensive understanding of expense and attendee forms, including insights into how to access and configure them.

After completing this unit, you are able to:

Access expense forms.
Setup expense forms options.
Access attendee forms.
Setup attendee forms options.
Access references.

Basics of Expense Forms

The image shows a screenshot of an expense management system interface. The title at the top reads Expense Form Settings . Below the title, there are 2 tabs: Visibility Settings and Copy-Down Settings. The main section of the interface shows a table with the following columns: Category, Expense Types, Business Purpose, Attendees, Vendor Description, City, and Comment.

Expense forms let you select how specific expense fields behave by expense type on the expense entry form.

Path to Access Expense Forms

To access and configure expense forms, select Edit on Expense Types for Expenses in the Capturing Spend section of the Expense Settings page.

The image shows a screenshot of the Settings interface, with Capturing Spend section. There are four main options, each with an Edit button: Custom Fields, Payment Types, Expense Types for Expenses, and Mileage. The Edit button under the Expense Types for Expenses is highlighted in yellow. The Product selected is Expense.

How to Set Expense Form Options

Follow these steps to set expense form options. We walk you through each part of the process, complete with detailed instructions and screenshots to help you along the way.

Once you complete these steps, a demo video is available to reinforce what you've learned and provide a quick recap.

Steps

On the Manage Expense Types page, select Expense Form Settings under More Settings.
Make the necessary changes on the Visibility Settings tab.
Each of the fields under the columns starting with Business Purpose and moving right have the same three options:
- Hidden - This field is hidden for the corresponding expense type.
- Optional - This field allows users to complete an expense report for the corresponding expense type.
- Required - This field requires the user to complete an expense report for the corresponding expense report.
Caution
The Attendees field is enabled only for certain expense types involving meetings or entertainment. The City field is hidden by default for all expense types but could be used as appropriate, such as with the hotel expense.
Select Save to enable all the changes.

Result

Copy-Down Settings

The Copy-Down Settings tab lets you choose how the Business Purpose field should be populated on expense forms. There are 2 options available on this page:

Copy from last expense entry – the field will populate with a recently used business purpose.
Do not populate – the field will be blank and users will need to populate the field when required.

The image shows the Expense Form Settings. There are 2 tabs with the Copy-Down Settings highlighted. On this page there are 2 options to select from: Copy from last expense entry and Do not poupulate. A Save button is available on the lower right corner once changes have been made.

Summary

Expense forms allow selection of how specific expense fields behave by expense type on entries.
Page access requires selecting Edit on Expense Types for Expenses in the Capturing Spend section.
Copy-Down Settings can be configured to determine how the Business Purpose field should be populated

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