Use Expense Categories within Manage Lists to map your expense to the correct categories (nominal accounts). When users create their expenses, they only need to select the Expense category (Hotel, food, etc.). The system will then apply the correct account category automatically.
📎NOTE: Before you proceed, you first need to set up your chart of account Categories. If you're integrated with an integrated software, this will pull your chart of account automatically.
Access your Expense Categories
Access your company's homepage. (Click Home or Folder)
Click Manage Lists from the secondary menu.
Click the Expense Categories tab.
📎NOTE: You need the permission "manage companies" to access the Manage list section. Contact the account owner or someone with the "Manage people" permission if you need to change your permissions.
Overview
A list of Expense categories is available by default when you create a company.
(Accommodation, Food, Gifts etc.)
From this page, you'll be able to:
Set up your list
Customise the existing list
Add a new category manually
Import a new list
Map your Expense categories to your account categories
Hide Expense Categories
Delete Expense Categories
Set up your list
Expense category field
You can edit and customise the existing labels directly into the Expense category fields. These categories will be the one the submitter will select when adding an expense to a report.
Category field
Once you've set up your list, you need to map the expense category to an existing category. You’ll need this to be able to code or publish your invoices to your accounting software.
If there’s no category available in the dropdown menu:
Check the Categories tab and add more categories there if needed.
If you're integrated, you won't be able to add categories manually as they link directly with the accounting software. To refresh the list, make sure you check the integration status and synchronise the data.
Add more categories
You can also add and map your categories individually or via an import file:
Add an Expense Category
Click Add an Expense Category to add a single category.
You need to enter a name and select a category from the dropdown.
Click Add an Expense Category.
The new category now shows in your list of categories.
Upload a list
You can use the Upload List function to upload a list of categories via a CSV file.
⚠CAUTION: The upload replaces your existing list of Expense Categories. Don't use this function to add more categories to your existing list, unless you already have the existing categories in your CSV file.
Click Upload list of Expense Categories.
Click Sample CSV file of Expense Categories to download the template.
Fill in the template making sure not to change the columns and headers.
Once the file is ready to upload, click Select CSV to Upload, to locate and import the file from your device.
⚠CAUTION: Select the file carefully as it will upload as soon as you select it.
📎NOTE: There’s a limit of 100 Expense Categories in this list.
Hide an Expense Category
If you want to deactivate an expense category without deleting it, you can change its visibility.
When you deactivate a category, it won't be available to users when they add an expense.
From the VISIBLE column, toggle to Off to hide the category, toggle to On to show it.
Delete an Expense Category
There are two different methods available to delete an Expense category:
To delete one category at a time, click the rubbish bin icon to the right.
To delete multiple categories, tick the relevant boxes to the left to make your selection, then click the Delete button at the top.
