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Configure Expense Types

  • 4 min.

Why is it important for the finance team to define clear and consistent expense types before employees start submitting their expenses?

Scenario

Ester wants to set up expenses to ensure streamline reporting for her finance team while also making it smoother for expense users, here is how she set's this up:

  1. Search for and click on Expense Types.

  2. Select New from the action bar.

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

  4. Specify whether users must attach a file when submitting an expense:

  • Recommended: Users are prompted if no file is attached and must confirm before submitting.
  • Mandatory: Users must attach a file before they can submit the expense.
  • Optional: Users can submit expenses without attaching a file and will not be prompted.
  1. 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. https://www.continia.com/expense-management-icons/

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.

Expense Posting set up

You can define expense posting per Employee No. or Employee Group for each expense type.

  • Select the Expense Type and choose Setup.
  • Fill in the Posting Account Type and Posting Account No.
  • To differentiate posting by user or group, add an extra line with the relevant Employee No. or Employee Group, and specify a different posting account.
  • It is recommended to use Expense User Groups to avoid entering separate lines for each employee.
  • Repeat for all required Expense Types.
Expense Posting setup_employee group new posting account no

Note

If the fields Gen. Prod. Posting Group, Gen. Bus. Posting Group, VAT Prod. Posting Group, or VAT Bus. Posting Group are left blank, posting follows the setup from the G/L account.

Country-Specific Posting Setup

Staying within Expense Posting Set Up, you can also define posting by country or region in addition to employee or group.

  • Add the columns Country/Region Type and Country/Region Code
  • Configure different posting setups for different countries or regions.

Tip

To import a list of countries, search for EM Countries/Regions, open the page, and select Actions > Copy Countries/Regions.

Company Policy Setup

You can define company policies per expense type, either for individuals or groups. Policies can automatically trigger actions — such as approve, refund, or add a warning comment — when submitted expenses meet certain amount criteria (in local currency)

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