Activating Expense Types and Account Codes

Objective

After completing this lesson, you will be able to create, modify and activate a new expense type in Concur Expense Professional Edition

Expense Types Overview​

The Expense Types administrative area allows you to configure the expense categories that employees can select when submitting expense reports. The global template includes a comprehensive set of standard expense types for each country, and you may create additional types as needed—there is no limit to the number you can configure. When a user selects an expense type from their expense report the system will select the appropriate entry form, account code and vendor list used.​

To access Expense Types, select Expense Types from the left menu panel under Expense Admin.​

Image of the Expense Admin “Expense Types” page showing navigation links on the left and a searchable list of expense types with columns for expense type, spend category, parent, and active status.

When renaming an existing expense type, it’s recommended to use a name like the original. Certain expense types, such as Hotel, include built‑in functionality (for example, itemization wizards) that depends on the original naming. For expense types no longer in use, adopt a consistent naming convention such as "zNotUsed."​

Employees see available expense types based on the policy assigned to their expense report.​

Create an Expense Type

Review the steps below to learn how to create a new expense type.​

Steps

  1. On the Expense Types page, select New.

    Image of the Expense Types page showing a searchable table of expense categories with columns for Expense Type, Spend Category, Parent, and Active status, plus New, Modify, and Deactivate buttons.

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

    Image of the New Expense Type form within Expense Types, highlighting fields for Name, Spend Category, availability options, parent expense type, mobile setting, itemization requirement, and Itemization Wizard, with Next and Cancel buttons.

  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.

    Image of the New Expense Type wizard on the Policies step, showing a list of policy names with the US Expense Policy selected and Default values displayed, plus Previous, Next, and Cancel buttons

  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.

    Image of Expense Types page showing a New Expense Type form with tabs (General, Policies, Attendees, Accounting) and a US Expense Policy row with highlighted columns for cost per attendee, number of “No Shows,” number of attendees, and default attendee inclusion.

  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.

Result

The new expense type appears on the Expense Types page.

Image of Expense Types page showing the New Expense Type form on the Accounting tab with an Account Code table highlighting the Spring Show expense type and account code 230.312, and Previous and Done buttons. The Done button is highlighted.

Activate and Modify an Expense Type​

Review the steps below to learn how to activate and modify an existing expense type.​

Steps

  1. On the Expense Types page, select the expense type you want to activate, and then select Activate.

    “Expense Types” admin screen showing a table of expense types; “Spend Category” and the “Activate” button are highlighted, and the “Courier/Shipping/Freight” row is selected with Active = No.

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

    “Expense Types” admin screen with the “Modify” button highlighted; the “Business Meal” row is selected, and dashed callouts point to the “Spend Category” column and the “Spend Category” value “Meal.”

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

    “Expense Types” page showing “Modify Expense Type: Courier/Shipping/Freight” with a list of policies; the “Mexico Expense Policy” row is highlighted and marked as Default.

    Note

    You must have the Unrestricted Expense Configuration permission to modify Policies and Forms and Fields.

Result

The expense type modifications are saved and the expense type appears as Active on the Expense Types page.

Summary

  • Access Expense Types from Expense Admin to manage categories employees can select one expense reports.​
  • Create a new expense type: select New, complete General details, then assign it to policies and entry forms.​
  • Configure attendee options only when the expense type uses Attendee fields.​
  • Set the account code in the Account Code Hierarchy to control coding and related fields.​
  • Activate and modify an expense type; policy assignment makes it available to users.​

Reference​

TopicLink
Creating a New Expense TypeSAP Help Portal

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