Activating Expense Types

Objective

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

Expense Types Overview

The Expense Types section is where you configure the different types of invoices that users can submit for payment to cover the business expenses incurred through vendor invoices. The global template includes many essential invoice types for each country.

You are not limited in the number of expense types you can set up in the system.

To access Expense Types, select Expense Types from the Expense Admin menu.

Screen showing an Expense Admin dashboard with a list of expense types, spend categories, and status columns.

When renaming an expense type, it is highly recommended to use a name like the original. Some invoice types—for example, Goods or Services—may have built-in functionality, such as coding assistance or workflow triggers. For invoice types that are no longer needed, it is recommended to rename them in a way that clearly indicates they are inactive, such as "zNotUsed."

A user’s access to invoice types depends on the policy assigned for a given invoice submission.

Create an Expense Type

Review the following steps to create a new expense type.

Steps

  1. Navigate to the Expense Types page in Invoice Processing Admin and then select New. ​

    Admin screen for managing expense types with a list of types and spend category, with options to add, modify, or remove items.

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

    Form to create a new expense type with name and spend category fields and a Next button.

  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.​

    Screen to enable policies for a new expense type with two checked policy options and navigation buttons.

  4. In the Attendees step, each selected policy includes a set of check boxes for setting the appropriate attendee-related functions.

    Note

    This step is reserved for Expense Admin. Select Done.​
    Attendee options for expense type setup with policy names, checkboxes for settings, and Done button.

Result

The new expense type is saved and visible on the Expense Types page.

Activate and Modify an Expense Type

Review the following steps to learn how to activate and modify an expense type.

Steps

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

    Expense types list with 5403-Contract Services selected and the Modify button highlighted.

  2. Confirm the general information and select Next.​

    Modify expense type form for 5403-Contract Services with name, spend category, and Next button.

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

    Note

    You must have the unrestricted Invoice Configuration access to modify Policies and Forms and Fields.​ Select Next.
    Modify policies for expense type with two policies checked and Next button.

  4. Select Done from the Attendees page.

    Modify attendee options for expense type with checkboxes and Done button.

Result

The expense type is activated and/or modified.

Summary

  • The Expense Types section is used to configure various invoice categories for vendor related business expenses.
  • The system allows and unlimited number of expense types.
  • The Global Template includes essential expense types for each country.
  • Users can only access expense types assigned to their policy.

Reference

TopicLink
Expense TypesSAP Help Portal

Learning

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