Exploring Expense Types

The Expense Types page allows you to establish how your organization accounts for expenses. Determine the types of expenses your organization tracks and add or update them. You can also change the behavior of certain fields on the expense form that your users see. We have provided a list of commonly used expense types to help you get started.

If your company is using the Country Pack feature and more than one country pack has been activated, you will be able to select certain expense types to use per country pack and policy group.

Expense Types: Expense Types are used to classify the expenses your employees incur. A list of expense types appears as an option when an employee first creates an invoice. Using a standard set of expense types makes it easier for you to track what your employees are spending on.

Category: A Category determines which fields a user fills out when creating an expense report and provides a way to report on groups of expenses. For example, Dinner, Lunch, and Breakfast all fall under the category Meal.

Account Code/GL Codes: Account Code/GL Codes are the information you use to account for your expenses in your Chart of Accounts. They can be text or numbers, depending on your needs. The purpose of mapping expense types to account codes is to connect SAP Concur with the company's financial accounting system – the expense types are defined in SAP Concur, while the account codes are defined in your accounting system. The expense type/account code map is the thread that connects the two systems and ensures that the amounts coming from SAP Concur (via export file) are applied correctly in your accounting system, which in turn ensures the correct posting to your General Ledger (GL).

To access the Invoice Expense Types page:

1. Go to the Invoice Settings section.
2. Select Edit on the Expense Types for Invoices tile, in the Capturing Spend section.

The Invoice-Expense Types page opens.

• Expense Types classify employee expenses and help standardize how your organization tracks spending.
• You can add, update, and manage expense types and their behaviors through the Expense Types page.
• Mapping expense types to account codes ensures accurate integration with your organization’s financial accounting system.
• Categories group similar expense types for easier reporting and consistent data entry.
• Access and manage Expense Types from the Invoice Settings section in SAP Concur.