Contents of the Expense Categories Form
Use this form in Expense Settings to add expense categories to expense groups.
Contents
Field | Description |
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Company Name | If your firm uses 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 |
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+ 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. |
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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:
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Click this icon to maximize the grid to a full-screen display. This expanded view reduces the need to scroll through long lists of records. Click it again to return to the standard grid display. For more information, see Maximize the Grid View. |
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Click this icon to export all the data from the grid to a comma-separated values (CSV) file that you save in Microsoft Excel or another spreadsheet application that supports CSV files. For more information, see Exporting Data to a CSV File. |
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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 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 set the Billable Message option to Warning, only the expense categories with a warning billable message display in the grid. |
Grid Fields
Field | Description |
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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
![]() Detail types are:
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 Vantagepoint 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 Vantagepoint or if you have separate balance sheets. |
Bill by Default | Select this checkbox 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 checkbox 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 | Specify 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:
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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. |
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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:
|
![]() |
Click this icon to maximize the grid to a full-screen display. This expanded view reduces the need to scroll through long lists of records. Click it again to return to the standard grid display. For more information, see Maximize the Grid View. |
![]() |
Click this icon to export all the data from the grid to a comma-separated values (CSV) file that you save in Microsoft Excel or another spreadsheet application that supports CSV files. For more information, see Exporting Data to a CSV File. |
![]() |
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 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 set the Billable Message option to Warning, only the expense categories with a warning billable message display in the grid. |
Grid Fields
Field | Description |
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Unlabeled field | In the dropdown field above 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
![]() Detail types are:
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 Vantagepoint 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 Vantagepoint 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 checkbox to bill the client for any expense items in this category. |
Billable Message | 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:
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