Managing Expense Forms

Objectives

After completing this lesson, you will be able to:
  • Describe expense forms.
  • Access expense forms.
  • Manage expense forms.

Unit Overview

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 - Expense Types. Below the title, there are four tabs: Expense Types, Account Codes, Expense Forms, and Attendee Forms. The Expense Forms tab is highlighted. The main section of the interface shows a table with the following columns: Category, Expense Types, Business Purpose, Attendees, Vendor Description, City, and Comment. A Save button is located at the top left of the table.

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

  1. On the Manage Expense Types page, select Edit Expense Form Settings.

    The image shows 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, such as Airfare, Business Meals (Attendees). Each expense type is marked as Active. On the right side, there are details for editing the Airfare expense type: Expense Type Name (Airfare), Default Account Code (100), Category (Airfare), Edit Expense Form Settings link (highlighted in yellow).

  2. Select theExpense Forms tab.

    The images shows a screenshot of an interface displaying the Expense - Expense Types section. The interface includes tabs for Expense Types, Account Codes, Expense Forms, Attendee Forms, and Trip and E-Receipt Mapping. The Expense Forms tab is highlighted. Below, there is a table listing various expense categories such as Airfare and Meals, with columns for Expense Types, Business Purpose, Attendees, Vendor Description, City, and Comment. The Business Purpose column has a drop-down menu with options like Optional and Required.

    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.

  3. Select Save to enable all the changes and return to the Expense Settings page.

    The images shows a screenshot of an interface displaying the Expense - Expense Types section. The interface includes tabs for Expense Types, Account Codes, Expense Forms, Attendee Forms, and Trip and E-Receipt Mapping. The Expense Forms tab is highlighted. Below, there is a table listing various expense categories such as Airfare and Meals, with columns for Expense Types, Business Purpose, Attendees, Vendor Description, City, and Comment. The Business Purpose column has a dropdown menu with options like Optional and Required. On the left side top corner Save button is highlighted in yellow.

Result

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