Expense Item Maintenance

Use the Expense Item Maintenance form to define rules around expenses for expense claims and credit cards. You can impose value restraints, determine if a receipt is required, and limit coding options.

To access this form, select System > eDocs > Expense Item Maintenance. Select the tree that is used with an eDoc type.

For each branch of the tree, specify if it is a posting level and define the rules that apply. The information on the right applies to the branch on the left:

• Posting Level? - Select this option to post to this tree branch. Other options are not displayed until you select this option.
• Receipt value threshold - If a receipt is only required above a set value, enter that value.

Enter the maximum value Reasonable value threshold for expenses belonging to this branch.

Select the Duplicate Checking to be done on items coded to this branch.

These options are enabled:

• Enable Currency entry - Select this option if you can enter expense items in a foreign currency when coded to this branch.
• Track Quantity - Select this option if this item has a quantity for it - this then enables entry of a rate and change option.
• Rate - Enter the rate to apply to these expense items.
• Allow change - Select this option if you can change the rate when entering their expense item.
• Maximum Company Paid Value - If there is a maximum value that the company will pay, enter the value here. Values greater than what you enter post to a general ledger account for recharging.
• Recharge GL Account - Select the general ledger account that any amount above the company maximum is coded to. You then enter a separate AR invoice to offset this.
• Line Narration - Select the text to appear on the line narration of the generated AP invoice line. Options must be surrounded by {} brackets:
• {Entered Narration} - What the user types into the Narration field.
• {Purpose} - What the user types into the Purpose field.
• {Merchant} - What the user types into the Merchant field.
• {Expense Type} - The name of the expense item tree branch the user selects.
• {Expense Date} - What the user types into the Date field for the expense item.
• {Person} - The name of the user who is creating the expense item.

You can code an expense item to either a selection of requisition types or general ledger accounts. Select the requisition types applicable for coding items belonging to this expense item.

You can use wildcards within general ledger accounts:

• Type - Select GL.
• Company/Activity - You can only select the current company. You can log into other companies to set their accounts.
• Code - Select a specific account from the dropdown or use wildcards for a group of accounts.
• Description - This field displays if a specific account is selected.
• Narration - If a specific narration is required, enter it here. This overrides setting for Line Narration.