Configuring Expense Types

Managing Expense Types

Objective

After completing this lesson, you will be able to define expense types by accessing existing types, performing administrative functions, and importing new expense type data.

Path to Access Expense Types

How to Access Expense Types

To manage Expense Types for your company, use the Expense Types for Expenses under the Capturing Spend section. Select Edit. You land on the Manage Expense Types 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 Edit an Expense Type

Common reasons to edit an expense types include adjusting the Flag Expense Limit or Prevent Expense Limit amounts or rename the expense types.

Follow these steps to edit an expense type. 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

  1. On the Manage Expense Types page, select the expense type you need to change.

    The image shows a screenshot with a user interface for managing expense types and setting policy groups, activation, and limits. On the left side, there is a list of expense types, with Hotel highlighted in yellow. Each expense type is marked as Active. On the right side, there are details for editing the Hotel expense type, specifically for Canada. The main policy groups is listed, with a status of Active and a flag expense limit. There are also options to set a prevent expense limit, which are currently empty. At the top, there are Reset and Save buttons.

  2. Type the appropriate changes in the Flag Expense Limit or Prevent Expense Limit. You can also rename the expense type.

    Hint

    Renaming expense types works best if the new name is related to the existing one, such as renaming Dinner to Meals and making Lunch and Breakfast inactive.
    This image shows a screenshot with a user interface for managing expense types and their limits. On the left side, there is a list of expense types. The Hotel expense type is highlighted in yellow. Each expense type is marked as Active. On the right side, there are details for editing the Hotel expense type.

  3. Select Save to enable these changes.

    This image shows a screenshot with a user interface for managing expense types and their limits. On the left side, there is a list of expense types. The Hotel expense type is highlighted in yellow. Each expense type is marked as Active. On the right side, there are details for editing the Hotel expense type. At the top, there are Reset and Save buttons. The Save button is highlighted in yellow.

Result

How to Create a New Expense Type

You can create or add a new expense type to accommodate specific spending categories unique to your organization that are not covered by the default options. This allows for better tracking and management of expenses that are essential but don't fit into existing categories. New or custom expense types can help ensure accurate reporting and compliance with company policies.

Follow these steps to create a new expense type. 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

  1. Under the Manage Expense Types page, select Add New Expense Type.

    The image shows a screenshot of a section of a page titled Manage Expense Types. There is a search bar with the placeholder text Expense Type Name, Account Code. Below the search bar, there is a section labeled Your Expense Types (19) with a button highlighted in yellow that says + Add New Expense Type.

  2. Enter the new expense type name and select the Category. Enter the Flag Expense Limit or the Prevent Expense Limit as necessary.

    The image shows a screenshot of the Add New Expense Type Details page, which includes fields for entering details about a new expense type. Here is a description of the fields and options available: Expense Type (required): Employee Wellness (highlighted in yellow), Default Account Code (required): 400 (highlighted in yellow), Category (required): Other (highlighted in yellow), Edit Expense Form Settings link, Alternate Account Code(optional). At the bottom right of the page, there are two buttons: Cancel and Save.

  3. Select Save to enable these changes.

    The image shows a screenshot of the Add New Expense Type Details page, which includes fields for entering details about a new expense type. Here is a description of the fields and options available: Expense Type (required): Employee Wellness, Default Account Code (required): 400, Category (required): Other, Edit Expense Form Settings link, Alternate Account Code(optional). At the bottom right of the page, there are two buttons: Cancel and Save (highlighted in yellow).

Result

How to Deactivate an Expense Type

Use this option if your company does not want to use an expense type.

Follow these steps to deactivate an expense type. 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

  1. Under the Manage Expense Types section, select the expense type you want to deactivate.

    The image shows a screenshot of the Manage Expense Types page. The page is divided into two main sections: Left section displays a list of expense types with the Status indicator Active. Right section displays the Edit Details panel. Status button is toggled on. On the top right page there are two buttons, Reset and Save.

  2. Under the Activation & Limits section, toggle off the Status button under a particular policy group, if you don't want the expense type to be active for that specific group.

    The image shows a screenshot of the Policy Group: Activation & Limits for expense types page. The page is divided into two sections: Left, Country/Region with the status Inactive both with Flag Expense Limit and Prevent Expense Limit blank.

    If you want to deactivate the expense type for all the policy groups, select Deactivate All Groups.

    The image shows a screenshot of the Policy Group: Activation & Limits for expense types page. The page is divided into two sections: Left, Country/Region (United States) with the status Inactive and right, the United States policy groups (Users not in Any Group and Executives Group), both with Flag Expense Limit and Prevent Expense Limit blank. Status button for both is toggled on. Next to the title United States are two buttons: Activate All Groups (grayed out) and Deactivate All Groups (highlighted in yellow).

  3. Select Save to enable these changes.

    The image shows a screenshot of the Manage Expense Types page. On the right side of the page there are two buttons: Reset and Save. The Save button is highlighted in yellow.

Result

How to Activate an Expense Type

Use this option if your company wants to use an inactive expense type.

Follow these steps to activate an expense type. 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

  1. Under the Manage Expense Types section, select the expense type you want to activate.

    The image shows a screenshot of the Manage Expense Types page. The page is divided into two main sections: Left section displays a list of expense types with the Status indicator Inactive. Examples of expense types include: Company Car Mileage (highlighted in yellow), and various Entertainment expense types.

  2. Under the Activation & Limits section, toggle on the Status button under a particular policy group if you want the expense type to be active for that specific group.

    The image shows a screenshot of the Policy Group: Activation & Limits for expense types page. The page is divided into two sections: Left, Country/Region and right, Flag Expense Limit and Prevent Expense Limit blank. Status button is toggled on (highlighted in yellow).

    If you want to activate the expense type for all the policy groups, select the Activate All Groups button.

    The image shows a screenshot of the Policy Group: Activation & Limits for expense types page. The page is divided into two sections: Left, Country/Region (United States) with the status Inactive and right, the United States policy groups (Users not in Any Group and Executives Group), both with Flag Expense Limit and Prevent Expense Limit blank. Status button for both is toggled off. Next to the title United States are two buttons: Activate All Groups (highlighted in yellow) and Deactivate All Groups (grayed out).

  3. Select Save to enable these changes.

    The image shows a screenshot of the Manage Expense Types page. On the right side of page there are two buttons: Reset and Save. The Save button is highlighted in yellow.

Result

How to Import Expense Types

You can use the import option if you have many edits to the expense types, such as adding new expense types or updating account codes.

Follow these steps to import expense types. 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

  1. On the Manage Expense Types page, select Export . The Expense type template file downloads.

    The image shows a screenshot of the Manage Expense Types page. On the upper right side of the page are 4 buttons: Import Options, More Settings and Export (highlighted).

  2. Make the necessary changes to the template file and save it.

    The image shows a screenshot of a spreadsheet with several columns and rows of data. The columns are labeled as follows: Activate? (required), Expense Type Name (do not edit existing names) (required), Rename Expense Type To, Policy Group, Category, Default Account Code, Account Code: Division - Corporate, Account Code: Division - Electric, Account Code: Division - Solar, Flag Expenses Over, Don't Allow Expenses Over.

  3. On the Manage Expense Types page, select Bulk Update under the Import Options menu. You are redirected to the Bulk Update section, select Upload File.

    The image shows a screenshot of the Manage Expense Types page focused on the upper portion with the Import Options button selected. A dropdown display with the selections Bulk Update (highlighted) and History. On the inset image shows the Bulk Update page with 2 buttons: Download Template and Upload File (highlighted).

  4. Browse and select the updated file, and choose Import. Review the results once upload is completed.

    The image shows a screenshot of the Bulk Update page with the import file selected. The blue Import button is highlighted

Result

References

TitleLink
Concur Expense: Expense Types - Setup Guide for Standard EditionConcur Expense: Expense Types - Setup Guide for Standard Edition

Summary

  • Administrative functions include adding new expense types, editing existing ones, and toggling activation status.
  • Import functionality allows bulk updates through template files when multiple expense type changes are needed.
Learning

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