Expense Report Categories

Expense categories allow you to define the appropriate general ledger accounts for groups of expenses, such as hotel, meal, and airfare expenses.

You enter a direct, indirect, and reimbursable account for each expense category. When employees select an expense category for an expense item on an expense report, the appropriate direct, indirect, or reimbursable general ledger account that is associated with the category prefills for the expense item based on the charge type (regular, overhead, or promotional) of the project and the billing status (billable or not billable) entered for the expense item. The prefilled account is debited when the expense report is posted.

Expense categories also allow you to limit the accounts to which employees can charge expenses. You also set up default billing and tax options and other information for an expense category.

You set up expense categories for groups of employees, so that only a certain set of expense categories are available to members of the group when they enter expense reports. You can also enter expense categories that are available to all employees, regardless of their group affiliation.

Before you set up expense report categories by group, you must add the groups on the Employee Group tab of Expense Report Configuration.

If your firm uses the Multicompany feature, you must configure expense report categories for each company in your enterprise.