Expense Type

Introduction

Path: Admin > Finance > Expense Type

An expense type refers to the classification of an expense that your employee incurs during the course of work. The Expense Type page maintains a list of expense types. Once you create an expense type with this page, it will appear under Admin > Finance > Billing Configuration > New Billing Configuration > Expense Types tab and under Finance > Billing Review > Expenses > New Expenses > Expenses Type dropdown. You can see existing expense types in the Expense Type page. This page is also called Expense Type listing page.



Searching for an expense type

You can search for an expense type using one or more of the following search criteria:

  • Name

  • Description

  • Per Unit

  • Billable

  • Active

  1. Navigate to Admin > Finance > Expense Type. The Expense Type page opens.

  2. Name: Enter the name of the expense type that you wish to search for.

  3. Description: Enter a word or a few words of a description that you want to search for.

  4. Per Unit: Select Check All to select all options under Per Unit or select the appropriate Per Unit option to search for.

  5. Billable: Select Check All to select all options under Billable or select the appropriate Billable option to search for.

  6. Active: Select Check All to select all options under Active or select the appropriate Active option to search for.

  7. Click Search. The search results will be displayed. To clear the search results, click Clear Search.

Creating an expense type

  1. Navigate to Admin > Finance > Expense Type. The Expense Type page opens.

  2. Click New. The New Expense Type page opens.

  3. Name: Enter an appropriate name for the expense type.

  4. Description: Enter a brief description.

  5. Per Unit: By default, No is selected. Select Yes or No according to your choice.

  6. Income Account: Select the appropriate income account from the dropdown.

  7. Expense Account: Select the appropriate expense account from the dropdown.

  8. Taxable: By default, Not Taxable is selected. If you want the expense type to be taxable, select Taxable.

  9. Billable: By default, Yes is selected. If you do not want the expense type to be billed, select No.

  10. Allow Billable Modification: By default, No is selected. If you want the bill to be modifiable, select Yes.

  11. Is Attachment Required: By default, No is selected. If you want an attachment to be provided as a proof, select Yes.

  12. Available For: By default, Employees is selected. Select Employees, Vendors or Employees and Vendors according to your choice.

  13. Click Save.

    A new section called Rules appears towards the bottom half of the page.

    In this context, a rule is actually a small financial framework or protocol under which the expense type works. This section is optional. If you want to create a rule for the expense type, follow substeps a to g.

    1. Click Add. The Add/Edit dialog box appears.

    2. Name: Enter an appropriate name for the rule.

    3. Department: Select the appropriate department from the dropdown.

    4. Resources: Select the appropriate resource from the dropdown.

    5. Limit Amount: Enter the limit amount. This is the amount beyond which the expense type is not supposed to proceed.

    6. Overage: Overage is the MSP's right to recover additional payment from the buyer of a sale or service at some point of time in the future, usually after completion of a sale or a service, often triggered by the occurrence of an event which increases the value of a sale or service. By default, Yes is selected. Select Yes or No according to your choice.

    7. Click Save. The rule is saved. If you want to cancel everything that you have entered and/or selected so far, click Cancel. Clicking Cancel will take you to the Edit Expense Type page.

  14. Click Save on the top left. The expense type with the rule is saved. Once you save an expense type with a rule, you will be able to see the Active field radio buttons when you open it the next time.

  15. If you want to add another expense type right after this, click Save and Add New. If you want to cancel everything that you have entered and/or selected so far, click Cancel. Clicking Cancel will take you to the Expense Type listing page. To refresh the page, click Refresh on the top.

Editing an expense type

  1. Navigate to Admin > Finance > Expense Type. The Expense Type page opens.

  2. Click the expense type that you want to edit. The Expense Type page opens in edit mode.

  3. Make changes wherever you want.

  4. Click Save. If you want to cancel everything that you have entered and/or selected so far, click Cancel. Clicking Cancel will take you to the Expense Type listing page.

Deleting an expense type

  1. Navigate to Admin > Finance > Expense Type. The Expense Type page opens.

  2. Click the expense type that you want to delete. The Expense Type page opens in edit mode.

  3. Click Delete on the top. BMS asks for confirmation.

  4. Click Yes. The expense type is deleted.

Saving a customized view

The grid that you see beyond the search area shows the default view; however, you can customize a view and save it. You can then click the saved view and the grid will show the customized view with selected columns.

  1. Navigate to Admin > Finance > Expense Type. The Expense Type page opens.

  2. Click the Column Chooser (open book) icon which is next to the settings icon. The Column Chooser window opens.

  3. Select as many columns from the left and click the right arrow or just slide them to the right.

  4. Click Save. The additional columns will now appear in the grid.

  5. Click the sprocket (settings) icon and then click Save As.

  6. Enter a name for your customized view.

  7. Public: Click Yes or No according to your choice. If you select Yes, the view will be made public. If you select No, the view will be made private.

  8. Default: Click Yes or No according to your choice. If you select Yes, the view will be made the default view. If you select No, the view will not be made the default view.

  9. Click Save. You will now see that the name of the view has been added to the Views dropdown.

Sharing a customized view

You can share your custom view with others. Once you create a custom view, other options will appear as dropdown in the settings icon.

  1. Navigate to Admin > Finance > Expense Type. The Expense Type page opens.

  2. Select the view from the view dropdown.

  3. Click Share. The Share View window opens. You will see two tabs - Queues and Employees. The Queues tab is open by default. You can use one of the tabs or both the tabs.

  4. Queue: Select a queue from the dropdown and click Add. The queue is added to the list below.

  5. Click to select the relevant checkboxes.

  6. Click Save.

  7. If you wish to share the view with certain employees, go to the Employee tab.

  8. Employee: Enter the first few letters of the employee. The employee name appears.

  9. Click Add. The employee name is added to the list below.

  10. Click to select the relevant checkboxes.

  11. Click Save. The customized view is shared with the selected employee. If you want to cancel everything that you have entered and/or selected so far, click Cancel. Clicking Cancel will take you to the Expense Type listing page.

Exporting the grid

You can export the grid as an Excel file. The grid might contain several pages in some cases depending on the number of expense types that you have created. You can export the current page or all the pages together as an Excel file.

  1. Go to Admin > Finance > Expense Type. The Expense Type page opens.

  2. Click Export > Current Page or All Pages.

  3. In the Save As window, enter an appropriate file name.

  4. Click Save. You will see a downloaded Excel file at the top right corner of your browser. This file contains tabular data from the grid.