Configure expense types

When following the assisted setup guide, you get the option to import default configurations from Continia Online. These configurations include a number of common expense types that are widely used by companies, listed in the image with their code and description. However, you can freely edit, delete, or create new expense types depending on need.

To edit the list of expense types:

1. Use the search function to navigate to Expense Types.

2. Select New from the action bar.

3. Enter a Code and Description. A Search Name will be automatically suggested.

4. In the Attachment column, specify whether expense users must attach a file to their submitted expenses.

   • Recommended so that expense users will be notified if they haven't attached a file and must confirm that they don't want to.
   • Mandatory so that expense users must attach a file before submitting an expense.
   • Optional so that expense users don't have to attach anything and will not be notified if they don't.

5. Select other options as required, and choose an Image from the list to represent this expense type in the Expense Mobile App. You can view the gallery of images on Continia Online from action bar in the full list.

Expense posting setup

For each expense type, you can set up the posting to be defined by the Employee No. or Employee Group.

To do this, follow these steps:

1. Select the line with the Expense Type you want to set up and select Setup.

2. Fill in the Posting Account Type and Posting Account No.

   If you want to differentiate posting for user groups or individuals, you add an extra line with the user groups or individuals specified in the Employee No./Employee Group column, and the different posting account number specified. Setting up Expense User Groups for this purpose saves you entering a separate line for each employee.

3. Repeat the steps above for all Expense Types that your company needs.

Country-specific posting setup

You can also make the expense posting setup country specific so that the posting setup will not only be defined by the Employee No. or Employee Group but also by which country or region the expenses are related to.

This can be done by adding the columns Country/Region Type and Country/Region Code to the Expense Posting Setup page. See the Microsoft guide Personalize Your Workspace if you haven't used the personalizer before.

After you've added the columns, you can select different posting setups for different countries/regions.

Company policy setup

For each expense type, you can also set up company policies for individual users or expense user groups. Company policies automatically trigger an action to approve, refund or add a warning comment, for submitted expenses that match one of the three criteria around an amount in local currency.

Synchronize the updates

When you have configured expense types and expense posting setups, the configuration must be synchronized.

Go to the Role Center and select the action Synchronize. This exports all configurations and updates the Expense Portal and the Expense mobile app accordingly.

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