Admins can add, edit or delete values to Expense Categories.
Expense categories are defined in Settings>Categories. They are linked to the Budgets feature. These categories aim to help you track the nature of costs.
Add a value : click on "Add a category"
Edit a value : click on the pen tool
Delete a value : click on the bin icon
If there is at least one value in the expense category, the field appears in all requests.
By default, the field is mandatory to fill for Requesters but of course it's possible to make it optional (you can ask Support teams or your account manager).
Expense categories and export
Expense categories are exported along with the payable, from the Export tab or in the export that you can download from All Payables page.
Edit an expense category on a payment
To change the expense category assigned to a payment, I can go to Bookkeep > All payments > my payment > Spend category.
Link expense categories to cost centers
You have a long list of expense categories and some of them are only relevant for specific cost centers? It is now possible to define which expense categories should be available in the list depending on which cost centers has been selected by the requesters.
By default all expense categories will be set to « apply to all cost centers » which mean that they will all appear for every cost centers selected on the request. To display the expense categories only for some cost centers, click on « Create a new category » and follow the steps.
☝️ The association is only made on the request side, to prevent users from making mistakes when choosing expense categories. It will always be possible for the controller to assign all expense categories no matter the cost center in the Payments tab, the All Payables tab and the Prepare tab.