Drop Down List of ValuesRequisition/Check Request or Expense > Maintenance > Expense Type
Expense types are identified using codes that can be setup to indicate the type of purchase or expense per line item; such as meals, travel, capital expenditure or entertainment. These codes can also be used for G/L Account defaulting and as work-flow criteria on routing rules to send Requisition, Check Request and Expense Sheet lines to a specific approver.
Duplicate Line
Available from the Cost By Country or Questionnaire tab to duplicate the selected line.
The following fields are available for Requisition, Check Request and Expense solutions;
Type in up to 20 alphanumeric characters to indicate the expense type.
Type in up to 60 alphanumeric characters to further describe the code being setup.
This mask field will accept a format such as ”R1853-?????”, when a user selects this Expense Type and they save a Requisition / Check Request or Expense Sheet (Accounts Payable Interface Only) line, the values on the line in the ? marks will be retained and the hard values from the Expense Type will be retained. So if the user enters a GL of ”Z8888-1234” then the resulting Account code will be ”R1852-1234”. If the resulting GL Account is not valid then the default account of ”Z8888-1234” will be used. For Expense please refer to Expense Sheet GL Account Defaulting/Validation Steps to see when this defaulting occurs among other account level defaulting.
When using the 'Cash Advance / Personal' option (see below), it is recommended that this overlay be set to an Employee Due From reconcile account.
Type in up to 32 alphanumeric characters to associate a United Nations Standard Products and Services Code (UNSPC) to this Expense Type. These values can be used by the Punchout solution to automatically default Expense Types to Requisition lines when shopping a Vendor site. When Punchout is licensed, this can facilitate account defaulting using the GL Account Overlay functionality when the Vendor provides UNSPSC as part of their cXML schema.
The following fields are available specifically for the WorkPlace Expense solution and Expense Sheet processing;
When a user keys in or picks the Expense Type on Expense Entry/Approval the corresponding price field will be populated.
When checked the user cannot change the price on the Expense Sheet line.
When a value is specified the Expense user will not be allowed to exceed this amount per day. All Expense Sheets for the user for the given day are used for comparison, NOT just the current expense sheet.
Specify the number of attachments required for Expense Lines of that type to be processed. If the attachment requirement is not met the Expense Sheet cannot be Submitted and/or Processed from Approval and an Error message "Attachment Requirement has not been met." will be displayed.
When a user picks this Expense Type the Tax Schedule specified here will be defaulted to the Expense line.
This setting is available when WorkPlace Expense has been licensed with the Maps interface to allow users to enter mileage using the Travel Route page. When enabled, the Quantity field on the Expense Line will be overwritten and populated automatically based on the Travel Route entered on save.
This setting is available when WorkPlace Expense has been licensed with the Maps interface. On save of a Travel or Expense line with a Travel Route for this Expense Type, the total distance will be converted to the specified unit (Miles or Kilometers) when populating the Quantity field on the line.
This setting is available to provide Cash Advance and Personal Expense tracking within WorkPlace Enterprise. With this feature WorkPlace will keep track of each employee's debt to the company based on either cash advances or corporate credit card expenses that need to be identified as personal expenses.
When enabled, expense line amounts for this Expense Type will be considered owed to the company and will update the 'Current Balance' amount on the Employee's Vendor record on batch process. Both Travel Request and Expense Sheet transactions that have selected 'Cash Advance / Personal' Expense Types will generate a voucher to the Employee Vendor to facilitate a Cash Advance payment. In order to select a Cash Advance / Personal Expense Type, the expense line Currency must be in the Employee's Vendor currency or the user will receive an error upon save. Once an employee has a current balance owed, WorkPlace will automatically deduct this from subsequent reimbursable expenses as they are saved or submitted until the employee's balance reaches zero. These reduction will appear as negative lines upon save of new Expense Sheets for an amount equal to the lesser of the 'Current Balance' or total expense lines reimbursable to the Employee. The Cash Advance / Personal option should only be enabled when integrated to an ERP that supports integration of negative Expense line distributions.
The Cost by Country tab provides organizations the ability to define tax and pricing information by user defined regions. By default, these are displayed and pre-populated with countries when Workplace is installed. The country caption can be updated within System Settings and the available values can be maintained from the Country maintenance page.
Check the box to select, then press save to delete the desired line.
Select from a a pre-defined system list if Countries.
This field is only available when the WorkPlace Expense solution is licenced and interfaced to Accounts Payable. Enter or select a valid Tax Schedule that will default to new Expense Sheet lines based on the Expense Type / Country combination.
When a user selects an Expense Type on Entry with a Country already defined the Tax Schedule specified here will be defaulted to the Expense Line as long as the Expense Line Date is between the Date Effective From and To. When the user changes the Country with an Expense Type already selected, the Tax Schedule will default as well.
Indicates the starting date when this price for the selected country is applicable.
Indicates the ending date when this price for the selected country is applicable.
Currency that the price is in. This will defaulted to Expense Entry.
Price to default on Expense Entry when the Expense line matches the Expense Type, Country and the Line Date falls in between the Date From and To.
When a user selects an Expense Type on Entry with a Country already defined the price specified here will be defaulted to the Expense Line as long as the Expense Line Date is between the Date Effective From and To. When the user changes the Country with an Expense Type already selected, the price will default as well. The Fixed Price checkbox on the Expense Type tab works in conjunction with this tab in that if a user selects a Country and an Expense Type that matches an entry on this screen, the user will no be able to change the price.
Each Expense Type can have a User Defined Questionnaire with an unlimited number of questions. The questions can be made required and can have values defaulted to them. In addition, the questions can be presented in the form of a checkbox, date, numeric, text or a drop-down list of user defined values. The Questionnaire is accessible from transaction entry, approval and review. The action of submitting the transaction will check to make sure that all required Questions are answered. Until all required Questions are answered the associated transaction will not be allowed to be Submitted.
Check the box to select, then press save to delete the desired line.
Indicates if the question requires a response. All questions requiring a response will be validated at the time a Requisition, Check Request or Expense is submitted for the Expense Type. Only when all required questions have a response will the transaction be allowed to be submitted.
Numeric field that controls the order in which the Questions appear to the user for entry.
Caption that is displayed for the question on the questionnaire.
Type of input that the question will accept. Options are: Checkbox, Date, Numeric, Text (unlimited in size) and Drop-Down (select from user defined list of values).
Drop Down List of ValuesClicking this image will allow the user to define a list of values for the Drop-Down Response Type. The user can also add, remove and change the order of the items from this popup screen.
This value will display to the right of the question on the questionnaire and is to include any extended information or rules for when the user is responding to the question.
This value will default on the questionnaire for the user.