Expense types

Expense types are the kinds of expenses people can claim — travel, food, accommodation, transport, and so on. Each type carries a few settings that shape how a claim of that type behaves, and the actual limits and rules are layered on top through Expense policies. Open the screen from the left menu under Settings → Master Data → Expense Types.

1. Master Data — Open the Master Data group in the menu.

2. Expense Types — Then choose Expense Types.

3. Add Expense Type — Click Add Expense Type at the top right.

4. Name — Required. The expense type (e.g. Travel, Meals).

5. Category — Required. The category — Travel, Allowance, Reimbursement, etc.

6. Save — Save the new expense type.

7. Edit — Click the pencil to update the expense type.

8. Delete — Click the trash to remove the type.

What you'll see

The list shows these columns:

• ID
• Name
• Code
• Category — Travel, Food, Accommodation, Transport, Other, or N/A
• Proof Required — Required or Not Required
• Policies — how many expense policies are attached to this type
• Status — Active or Inactive
• Actions — view, edit, and delete

Adding an expense type

1. Click Add New.
2. In the Add Expense Type panel, enter a Name. The Code is generated for you automatically and can't be changed.
3. Choose a Category (Travel, Food, Accommodation, Transport, or Other).
4. Choose a Type — Local or Outstation.
5. Optionally choose a Vehicle Type (Bike, Car, Auto, Bus, or Bicycle).
6. Optionally set a Display Order (controls where this type appears in lists).
7. Turn on Proof Required if claims of this type must include a receipt or other proof.
8. Turn on Distance Based if this type is calculated from distance travelled (for example a mileage claim).
9. Optionally add Notes.
10. Use the Status switch to set whether the type is active.
11. Click Create. After saving, set the limits and rules for the type in Expense Policies.

Viewing an expense type

Click the view (eye) icon on a row to open the Expense Type Details panel. There's also a full details page that shows the type's settings — Name, Code, Category, Travel Type, Vehicle Type, Proof Required, Distance Based, Display Order, and Notes — along with a Related Expense Policies section listing the active policies and a link through to Expense Policies.

Editing or removing an expense type

• Click the pencil icon on a row to open the Edit Expense Type panel, make your changes, and click Update.
• Click the delete icon and confirm in the Delete Expense Type dialog to remove it. This cannot be undone.

How a type drives expense behaviour

• Category and Type (Local / Outstation) classify the claim.
• Proof Required decides whether the person must attach proof when claiming.
• Distance Based (or having a Vehicle Type) makes the claim distance-driven — and on the matching expense policy you'll then be asked for a Min Distance and Max Distance band.
• The amount limits themselves don't live here — they're on the expense policies attached to the type.

Tips

• Use the search box above the list to find an expense type by name or code.