Configure expense types

11 min.

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. To navigate to the Expense Types page, select the search icon, enter Expense Types, and then select the related link.

The image above shows the different Expense Types that users can submit with the default setup. However, you can freely edit, delete, or create new expense types depending on need.

Note

When you set up Expense Management, the configuration package includes ESG (Environmental, Social and Governance) expense types, such as Travel-Bus, FUEL-Diesel, and Electricity, that you can use for tracking and collecting your company’s carbon emissions data for carbon accounting.

A common thing to specify whether expense users must attach a file to their submitted expenses. You can do this by selecting one of the following settings in the field Attachment:


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

Basic posting setup

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

To do this, follow these steps:

Select the line with the Expense Type you want to set up and select Setup.
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.
Repeat the steps above for all Expense Types that your company needs.

Note

If the fields Gen. Prod Posting Group, Gen. Bus. Posting Group, VAT Prod Posting Group and VAT Bus. Posting Group are left blank, posting inherits the same posting setup as configured on the G/L account.

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.

Expense posting setup with country/region columns

Tip

You can import a list of countries to Expense Management. To do this, select the search icon, enter EM Countries/Regions, and select the related link. On the EM Countries/Regions page, select Actions > Copy Countries/Regions.

Company policy setup

For each expense type, you can also set up a separate company policy to automatically trigger certain repetitive processes for submitted expenses.

You can set up these policies for either individual users or a user group.

Configure expense types_Company policies

Note

For more details about setting up company policies, please refer to the article Setting up Company Policies for Expenses on Continia Docs.

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.

Video

Note

This video was created in an earlier version of the solution. There may be some slight differences in appearances, but the overall functionality is still accurate.