Contents of the Expense Categories Form

Use this form in Expense Settings to add expense categories to expense groups.

Contents

Field	Description
Company Name	If you have multiple companies, the name of the active company displays at the top of the form. You enter expense categories for each company.
Require Categories	Select whether or not to require employees to enter expense categories for each expense item that they enter on expense reports. When you select Yes, employees must assign an expense category in the Category field for each expense item on an expense report. When you select No, assigning an expense category to an expense item on an expense is optional.

Categories for All Expense Groups Grid

Use this grid to set up expense categories that apply to employees from all expense groups.

Grid Tools

Field	Description
+ Add Expense Category	Click this option below the grid to add a blank row to the grid, and set up an expense category in the row for all expense groups.
	Hover over a row in the grid, click this icon at the end of the row, and select one of the following options from the shortcut menu: Copy: This copies the selected row to create another expense category. A new row added to the grid prefills with the copied information, which you can edit to create the new expense category. Edit: This opens the Expense Categories dialog box for the row, where you enter additional information for the expense category, such as the project, phase, task, default tax codes, and distance and company paid override information. Delete: This deletes the expense category from the grid. The expense category is removed from all expense reports that have not yet been posted. The expense category remains on posted expense reports.
	Click this icon at the top right of the grid to filter the list of expense categories in the grid. A blank row is added to the top of the grid. In any of the fields in the row, enter text to filter the list. The grid then displays only the expense categories that fit the criteria that you entered in the field. Click the icon again to close the filter. For example, if you select Warning in the Billable Message field, only the expense categories with a warning billable message display in the grid.

Grid Fields

Field	Description
Category	Enter a unique name for the category.
Expense Report Detail Type	Select the detail type for the expense category. This determines which dialog box opens when employees click in the Detail field in the Expense Report grid when they enter an expense item for this expense category. Detail types are: General: The General Detail dialog box allows employees to enter a business reason for the expense item. Business Meals: The Business Meals Detail dialog box allows employees to enter a business reason for the expense item and the names of those persons whose meals are included as part of the expense item. Travel: The Travel Detail dialog box allows employees to enter a business reason for the expense item, where they traveled from and to, the distance traveled, the rate per kilometer or mile, and the total reimbursement monetary amount. No Detail: No detail dialog box is available when employees enter an expense item for this category. Each of the three detail dialog boxes also allows employees to determine whether or not to include the business reason when they print the Detailed Expense report.
Reimbursement Account	Enter the reimbursable account to debit when this expense category is entered for a billable expense item that is charged to a regular project on an expense report. This reimbursable account prefills in the Account field in the expense item grid on the Expense Reports form.
Direct Account	Enter the direct account to debit when this expense category is entered for a non-billable expense item that is charged to a regular project on an expense report. This direct account prefills in the Account field in the expense item grid on the Expense Reports form.
Overhead Account	Enter the indirect account to debit when this expense category is entered for an expense item that is charged to an overhead project on an expense report. The indirect account is also used when no project is selected for an expense item if you do not use organizations in DPS or have separate balance sheets. You can enter the following types of accounts in this field: indirect, asset, liability, other charges, or net worth. This account prefills in the Account field in the expense item grid on the Expense Reports form.
Promotional Account	Enter the indirect account to debit when this expense category is entered for an expense item that is charged to a promotional project on an expense report. The indirect account is also used when no project is selected for an expense item if you do not use organizations in DPS or have separate balance sheets. You can enter the following types of accounts in this field: indirect, asset, liability, other charges, or net worth. This account prefills in the Account field in the expense item grid on the Expense Reports form.
Bill by Default	Select this check box to bill the project's client for an expense item on an expense report with this category if the project is a regular project. This setting prefills for the Bill check box in the expense item grid on the Expense Reports form. However, the entries in the Bill by Default field on the Time & Expense tab in the Projects hub override this setting on a project by project basis for an expense item on expense reports.
Billable Message	Use the drop-down list to select a message that displays when an employee enters an expense item on an expense report and selects a billing status for the item that differs from the billing status set up for the associated expense category. Select from the following options: Warning: Displays a warning message. Employees can complete the expense report with the billing status they selected, even though it differs from the default billing status set up for the expense category. Error: Displays an error message. The billing status is reset to the default billing status set up for the expense category. No Message: No message displays. Employees can complete the expense report with the billing status they selected, even though it differs from the default billing status set up for the expense category.

Categories by Expense Group Grid

Use this grid to set up expense categories that apply to each expense group.

Grid Tools

Field	Description
+Add Expense Category	Click this icon below the grid to add a blank row to the grid, and set up an expense category for the selected expense group.
	Hover over a row in the grid, click this icon at the end of the row, and select one of the following options from the shortcut menu: Copy: This copies the selected row to create another expense category. A new row added to the grid prefills with the copied information, which you can edit to create the new expense category. Edit: This opens the Expense Categories dialog box for the row, where you can enter additional information for the expense category, such as the project, phase, task, default tax codes, and distance and company paid override information. Delete: This deletes the expense category from the grid. The expense category is removed from all expense reports that have not yet been posted. The expense category remains on posted expense reports.
	Click this icon at the top right of the grid to filter the list of expense categories in the grid. A blank row is added to the top of the grid. In any of the fields in the row, enter text to filter the list. The grid then displays only the expense categories that fit the criteria that you entered in the field. Click the icon again to close the filter. For example, if you select Warning in the Billable Message field, only the expense categories with a warning billable message display in the grid.

Grid Fields

Field	Description
Unlabeled field	In the field to the right of the Categories by Expense Group grid label, select the expense group for which to set up expense categories.
Category	Enter a unique name for the category.
Expense Report Detail Type	Select the detail type for the expense category. This determines which dialog box opens when employees click in the Detail field in the Expense Report grid when they enter an expense item for this expense category. Detail types are: General: The General Detail dialog box allows employees to enter a business reason for the expense item. Business Meals: The Business Meals Detail dialog box allows employees to enter a business reason for the expense item and the names of those persons whose meals are included as part of the expense item. Travel: The Travel Detail dialog box allows employees to enter a business reason for the expense item, where they traveled from and to, the distance traveled, the rate per kilometer or mile, and the total reimbursement monetary amount. No Detail: No detail dialog box is available when employees enter an expense item for this category. Each of the three detail dialog boxes also allows employees to determine whether or not to include the business reason when they print the Detailed Expense report.
Reimbursement Account	Enter the reimbursable account to be debited when this expense category is entered for a billable expense item that is charged to a regular project on an expense report. This reimbursable account prefills in the Account field in the expense item grid on the Expense Reports form.
Direct Account	Enter the direct account to be debited when this expense category is entered for a non-billable expense item that is charged to a regular project on an expense report. This direct account prefills in the Account field in the expense item grid on the Expense Reports form.
Overhead Account	Enter the indirect account to be debited when this expense category is entered for an expense item that is charged to an overhead project on an expense report. The indirect account is also used when no project is selected for an expense item if you do not use organizations in DPS or have separate balance sheets. You can enter the following types of accounts in this field: indirect, asset, liability, other charges, or net worth. This account prefills in the Account field in the expense item grid on the Expense Reports form.
Promotional Account	Enter the indirect account to be debited when this expense category is entered for an expense item that is charged to a promotional project on an expense report. The indirect account is also used when no project is selected for an expense item if you do not use organizations in DPS or have separate balance sheets. You can enter the following types of accounts in this field: indirect, asset, liability, other charges, or net worth. This account prefills in the Account field in the expense item grid on the Expense Reports form.
Bill by Default	Select this check box to bill the client for any expense items in this category.
Billable Message	Use the drop-down list to select a message that displays when an employee enters an expense item on an expense report and selects a billing status for the item that differs from the billing status set up for the associated expense category. Select from the following options: Warning: Displays a warning message. Employees can complete the expense report with the billing status they selected, even though it differs from the default billing status set up for the expense category. Error: Displays an error message. The billing status is reset to the default billing status set up for the expense category. No Message: No message displays. Employees can complete the expense report with the billing status they selected, even though it differs from the default billing status set up for the expense category.