Managing Expense Types

Objectives

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

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 the United States. Various policy groups are listed, each with a status of Active and a flag expense limit set to 300.00. There are also options to set a prevent expense limit, which are currently empty. At the bottom, 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. Various policy groups are listed, each with a status of Active and a flag expense limit set to 300.00. There are also options to set a prevent expense limit, which are currently empty. The Marketing group has a flag expense limit of $600 and prevent expense limit of $2,000. At the bottom, there are Reset and Save buttons.

  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. Various policy groups are listed, each with a status of Active and a flag expense limit set to 300.00. There are also options to set a prevent expense limit, which are currently empty. The Marketing group has a flag expense limit of $600 and prevent expense limit of $2,000. At the bottom, 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 (32) 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 open for the Company Car Mileage expense type and the United States policy group. Status button is toggled on. Next to the title United States are two buttons: Activate All Groups (grayed out) and Deactivate All Groups. On the bottom right of page there are two blue buttons: Reset and Save On the right bottom page there are two blue 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 (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 Users not in Any Group both is toggled off and for Executives is toggled on. Next to the title United States are two blue buttons: Activate All Groups and Deactivate All Groups.

    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 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 and Deactivate All Groups (grayed out). On the bottom right of page there are two blue 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; Right section displays the Edit Details panel open for the Company Car Mileage expense type, like Expense Type Name (required), Business Mileage Account Code (required): 200, Personal Mileage Account Code (required): 300, Category (Company Car - Mileage Reimbursement). On the right bottom page there are two blue buttons, Reset and Save.

  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 (United States) with the status Partial 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 Users not in Any Group both is toggled on (highlighted in yellow) and for Executives is toggled off. Next to the title United States are two blue buttons: Activate All Groups and Deactivate All Groups.

    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 Policy Group: Activation & Limits for expense types page. The page is divided into two sections: Left, Country/Region (United States) with the status Active 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. On the bottom right of page there are two blue 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, under the Import and Export menu, select Export Expense Types. The Expense type template file downloads.

    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. Examples of expense types include: Car Rental - Insurance, and Company Car Mileage; Right section displays the Edit Details panel open for Company Car Mileage expense type and subsection Policy Groups: Activation & Limits. Under the title Manage Expense Types section has the following fields: Search, Status (Inactive Expense Types selected), Countries/Regions and Policy Groups (All Countries and Policy Groups selected); The right top page, displays three fields: Legacy Experience, Import and Export drop-down menu with the options: Import File and Export Expense Types (highlighted in yellow), and More Settings.

  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 Import File under the Import and Export menu. You are redirected to the legacy import section.

    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. Examples of expense types include: Car Rental - Insurance, and Company Car Mileage; Right section displays the Edit Details panel open for Company Car Mileage expense type and subsection Policy Groups: Activation & Limits. Under the title Manage Expense Types section has the following fields: Search, Status (Inactive Expense Types selected), Countries/Regions and Policy Groups (All Countries and Policy Groups selected); The right top page, displays three fields: Legacy Experience, Import and Export drop-down menu with the options: Import File (highlighted in yellow) and Export Expense Types, and More Settings.

  4. Select Import.

    The image shows a screenshot of an Expense - Expense Types interface. The interface includes tabs for Expense Types, Account Codes, Expense Forms, Attendee Forms, and Trip and Receipt Mapping. The Expense Types tab is selected. There is a dropdown menu for selecting a group, and buttons labeled Save, New, Activate, Deactivate, Folio Type Mapping, and Import, with the Import button highlighted. Below, there is a table listing active expense types, including Airfare, Breakfast, Business Meals (Attendees), Car Maintenance/Repairs, and Car Rental, along with their respective flag expense limits and categories.

  5. From the Import legacy page, browse and select the updated file, and choose Upload.

    The image shows a screenshot with a user interface for importing expense types. The interface has two tabs: Upload File and Import Results. The Upload File tab is currently active and contains the following steps: 1. Choose your import template. A dropdown menu labeled Which template would you like to download? with Basic selected. Another drop-down menu labeled Choose which expense types you would like to include with Active Status and All selected; 2. Download Template. Instructions to fill out the template and save it to your computer; 3. Select the file. A field displaying ExpenseTypeImportTemplate.xlsx with a Browse button next to it; 4. Upload the file. A button labeled Upload. At the bottom, there are two links: Back to Expense Types and View Import Results.

  6. Review the results.

    The image shows a screenshot of the Import Expense Types interface is displayed. The interface has two tabs at the top: Upload File and Import Results, with the Import Results tab currently selected. Below the tabs, there is a section for selecting a date range to display imports performed within that range. The date range is set from 01/03/2014 to 01/03/2014. A Search button is present to execute the search based on the selected date range. Below the search section, there is a table displaying the import results with the following columns: File Name, Date, Status, Initiated By, Records Processed, Records Rejected, and Details. The table shows one record with the following details: File Name, Date, Status (Success), Initiated by (Concur Admin), Records Processed (62), Records Rejected (0). At the bottom on the screenshot, there are two links: Back to Expense Types and Upload Another File.

Result

References

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

Summary

Thank you for completing this unit.

As we conclude our unit on configuring expense types, you have acquired the essential knowledge to navigate and manage them effectively. We began with an introduction to the basics of expense types and then guided you on how to access them. Also, we walked you through the processes of managing expense types, including adding, editing, deactivating, and activating them. The procedure for importing expense types was also thoroughly discussed.

Before you move on from this unit, there is a knowledge check to help reinforce and assess what you've learned.

Log in to track your progress & complete quizzes

Learning

SAP FacebookSAP YoutubeSAP LinkedIn