Expense Categories Dialog Box

Use the Expense Categories dialog box to enter information for an expense category.

The fields on this dialog box include fields from the Expense Report Categories form and additional fields for default tax codes and distance and company paid override information.

When you change information on this dialog box that is also entered on the Expense Report Categories form, the changes are automatically updated on the form when you move off the field.

Location

To display the dialog box, complete the following steps:

From the Vision Navigation menu, click Configuration > Time & Expense > Expense Categories.
On the Expense Report Categories form, select a row in the grid, and then click Edit on the grid toolbar.

Fields

Field	Description
Group	This field displays the employee group that you selected on the Expense Report Categories form.
Category	This field prefills with the category that you entered on the Expense Report Categories form. Enter a unique name for this category.
Detail Type	This field prefills with the detail type that you entered on the Expense Report Categories form. The detail type that you select determines which form is available to users when they enter an expense item for this category. Detail forms allow users to enter additional information about individual expense items on an expense report. General — The General Detail form allows users to enter a business reason for the expense item. Business Meals — The Business Meals Detail form allows users 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 form allows users to enter the following: A business reason for the expense item Departure and destination information Distance traveled Reimbursement amounts for the expense item No Detail — If you select this option, no detail form is available when users enter an expense item for this category.
Bill by Default	This field prefills with the setting that you entered for this check box on the Expense Report Categories form. Select this check box to bill the client for any expense items in this category.
Billable Message	This field prefills with the billable message that you entered on the Expense Report Categories form. From the drop-down list, select a message that will display when a user 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 — This displays a Warning message. The user can complete the expense report with the billing status selected, even though it differs from the default billing status set up for the expense category. Error — This displays an Error message. Vision automatically resets the billing status to the default billing status set up for the expense category. No Message — No message displays. The user can complete the expense report with the billing status selected, even though it differs from the default billing status that is set up for the expense category.

Account Information Section

The fields in this section prefill with the entries that you made for them on the Expense Report Categories form.

Field	Description
Reimbursable	Enter the reimbursable account to be debited when a user charges a billable expense for this category to a regular project. Enter an account number directly in this field, use the Quick Find feature, or use the Account Lookup. When a user enters an expense for this category, Vision automatically enters the appropriate account number on the user's expense report. The actual account number entered (direct, indirect, or reimbursable) depends on the following: The accounts you define for the expense category on the Expense Categories dialog box The type of project to which the expense is charged The billing status selected for the expense item
Direct	Enter the direct account to be debited when a user charges a non-billable expense for this category to a regular project. Enter an account number directly in this field, use the Quick Find feature, or use the Account Lookup. When a user enters an expense for this category, Vision automatically enters the appropriate account number on the user's expense report. The actual account number entered (direct, indirect, or reimbursable) depends on the following: The accounts you define for the expense category on the Expense Categories dialog box The type of project to which the expense is charged The billing status selected for the expense item
Indirect	Enter the indirect account to be debited when a user charges a non-billable expense for this category to an overhead or promotional project. Enter an account number directly in this field, use the Quick Find feature, or use the Account Lookup. When a user enters an expense for this category, Vision automatically enters the appropriate account number on the user's expense report. The actual account number entered (direct, indirect, or reimbursable) depends on the following: The accounts you define for the expense category on the Expense Categories dialog box The type of project to which the expense is charged The billing status selected for the expense item
Allow staff users to make changes to account	Select this check box to allow users to change the reimbursable, direct, or indirect account number when they enter an expense for this category on the Expense Report form. If you select this option, you do not have to enter default account numbers for this category.

Distance Override Section

Field	Description
Distance Reimbursement	This field is available only when you select Travel in the Detail Type field. The reimbursement rate that you enter here overrides the standard reimbursement rate available on the Setup tab of Company Expense Report Configuration, and it applies only to this expense category.
Per	This field is available only when Travel is selected from the Detail Type drop-down, and it overrides the Distance Reimbursement Default option for per on the Setup tab of Company Expense Report Configuration. Select either Mile or Kilometer as the basis for calculating travel reimbursements for this expense category.
Disallow user to edit amount per unit	This check box is available only when you select Travel in the Detail Type field. When selected, users who submit expense reports are not allowed to override the reimbursement rate that is entered for this expense category.
Automatically calculate units when entering amounts	This check box is available only when you select Travel in the Detail Type field, and it overrides the Distance Reimbursement Default amount on the Setup tab of Company Expense Report Configuration. This option, which is selected by default, enables Vision to automatically calculate miles (or kilometers) based on the reimbursement amount a user enters for this expense category on the Expense Report form. For example, if the distance reimbursement rate for the expense category is .30 per mile and an employee enters 30.00 in the Amount field of an expense report, Vision automatically calculates 100 miles of travel. The 100 miles appears in the Miles field of the Travel dialog box on the expense report. When the Automatically calculate units when entering amounts check box is not selected, Vision does not automatically calculate travel miles. This may be desirable for expense categories such as airline travel.

Company Paid Override Section

The fields in this section are enabled only if you selected the Allow entry of company paid items check box on the Setup tab of Expense Report Configuration.

Field	Description
Project	Enter the project that you want to credit when users enter company paid expense items for this category. If you do not enter a project here, Vision uses the company paid project entered on the Setup tab of Expense Report Configuration. Enter a project number directly in this field, use the Quick Find feature, or use the Project Lookup. For expenses that are not "company paid" items, Vision credits the project, phase, task, and account entered in the Employee Expense Credit fields on the Posting tab of Accounting Company Settings Configuration.
Phase	Enter the phase that you want to credit when users enter company paid expense items for this category. If you do not enter a phase here, Vision uses the company paid phase entered on the Setup tab of Expense Report Configuration. Enter a phase number directly in this field, use the Quick Find feature, or use the Phase/Task Lookup. For expenses that are not "company paid" items, Vision credits the project, phase, task, and account entered in the Employee Expense Credit fields on the Posting tab of Accounting Company Settings Configuration.
Task	Enter the task that you want to credit when users enter company paid expense items for this category. If you do not enter a task here, Vision uses the company paid task entered on the Setup tab of Expense Report Configuration. Enter a task number directly in this field, use the Quick Find feature, or use the Phase/Task Lookup. For expenses that are not "company paid" items, Vision credits the project, phase, task, and account entered in the Employee Expense Credit fields on the Posting tab of Accounting Company Settings Configuration.
Account	Enter the account that you want to credit when users enter company paid expense items for this category. If you do not enter an account here, Vision uses the company paid account entered on the Setup tab of Expense Report Configuration. Enter an account number directly in this field, use the Quick Find feature, or use the Account Lookup. For expenses that are not "company paid" items, Vision credits the project, phase, task, and account entered in the Employee Expense Credit fields on the Posting tab of Accounting Company Settings Configuration.

Tax Section

This section is enabled only if you select the Enable Tax Auditing Feature check box on the Tax Auditing tab in Configuration > Accounting > Company Settings.

Field	Description
Tax Grid	Enter the default tax codes to use to calculate taxes automatically when employees enter this expense category on an expense report in Time & Expense > Expense Report. You can enter as many default tax codes as you need for an expense category. If you do not enter tax codes for an expense category, then the default tax codes that are entered on the Tax Auditing tab in Configuration > Accounting > Company Settings are used to calculate the taxes automatically when employees enter the expense category on an expense report. Only the default tax codes from the Tax Auditing tab that have an active status and the Employee Expenses check box selected in the Inputs section in Taxes Configuration (Configuration > Accounting Company Settings > Taxes) are used. Insert on the grid toolbar Click this option to add a new blank row to the grid, and then select a tax code for the row. To put the tax codes in a specific order in the grid, use the Insert and Delete toolbar icons. When you click Insert, a new row is inserted below the tax code that was highlighted when you clicked Insert. Delete on the grid toolbar Click a tax code in the grid that you want to delete, and then click this option to remove it from the grid. Tax Code grid field Click Insert to add a new row in the Tax grid. Then, from the drop-down list in the Tax Code field, select a tax code for the expense category. This list includes the tax codes that have been set up in Taxes Configuration in Configuration > Accounting > Taxes with the Employee Expenses check box selected in the Inputs section on the Tax Codes tab. The tax code can also have any of the check boxes in the Outputs section on the Tax Codes tab selected. Only taxes with an Active status are included in the Tax Code drop-down list. After you select a tax code, its description (from Taxes Configuration) displays in the field to the right of the tax code.
Allow staff users to change tax codes	Select this check box to allow users to change the default tax code on their expense reports when they charge expenses to this category.
Allow staff users to change tax amount	Select this check box to allow users to change the default tax amount (calculated by Vision) on their expense reports when they charge expenses to this category.

Field

Description

Tax Grid

Enter the default tax codes to use to calculate taxes automatically when employees enter this expense category on an expense report in Time & Expense > Expense Report. You can enter as many default tax codes as you need for an expense category.

If you do not enter tax codes for an expense category, then the default tax codes that are entered on the Tax Auditing tab in Configuration > Accounting > Company Settings are used to calculate the taxes automatically when employees enter the expense category on an expense report. Only the default tax codes from the Tax Auditing tab that have an active status and the Employee Expenses check box selected in the Inputs section in Taxes Configuration (Configuration > Accounting Company Settings > Taxes) are used.

Insert on the grid toolbar

Click this option to add a new blank row to the grid, and then select a tax code for the row. To put the tax codes in a specific order in the grid, use the Insert and Delete toolbar icons. When you click Insert, a new row is inserted below the tax code that was highlighted when you clicked Insert.

Delete on the grid toolbar

Click a tax code in the grid that you want to delete, and then click this option to remove it from the grid.

Tax Code grid field

Click Insert to add a new row in the Tax grid. Then, from the drop-down list in the Tax Code field, select a tax code for the expense category. This list includes the tax codes that have been set up in Taxes Configuration in Configuration > Accounting > Taxes with the Employee Expenses check box selected in the Inputs section on the Tax Codes tab. The tax code can also have any of the check boxes in the Outputs section on the Tax Codes tab selected. Only taxes with an Active status are included in the Tax Code drop-down list.

After you select a tax code, its description (from Taxes Configuration) displays in the field to the right of the tax code.

Allow staff users to change tax codes

Select this check box to allow users to change the default tax code on their expense reports when they charge expenses to this category.

Allow staff users to change tax amount

Select this check box to allow users to change the default tax amount (calculated by Vision) on their expense reports when they charge expenses to this category.

Buttons

Field	Description
OK	Click this button to return to the Expense Report Categories form.
Help	Click this button to open the help for the Expense Categories dialog box.

Contents

Index

Glossary

Search Results