Create or modify an expense type

Related module:

In this article:

• Create or modify an expense type
  • 'General information' section
  • 'Reimbursement' section
  • 'Accounting information' sections
  • 'Group ceiling' section
  • 'Entry controls' section
  • 'Expense type options' section

Create or modify an expense type

Access: New Admin area > Expense Reports > Ouvrir Types de dépenses

• Create a new expense type by clicking the 'Ajouter' button

Note: you can duplicate an existing expense type by clicking the three dots 'Dupliquer' on the line of the expense to duplicate.

'General information' section

In this section, define the name of the expense, its icon, its code (for import), the profile to which the expense type is linked, as well as the expense category (optional) and the expense report type (if the option is active).

'Reimbursement' section

This section allows you to define the reimbursement method for the expense:

• Actual costs
• Flat rate
• Mileage expenses (only useful for mileage expenses)

It also allows you to add one or more limits to this expense.

Useful info!

“Participants”: determines who is affected by the ceiling. Let's take the example of a limit per expense at 30€:

• “Submitter of the report”: only the user who creates the expense report is affected by the ceiling. The ceiling will be 30€ regardless of the number of guests.
• “Per guest, submitter included”: the ceiling applies to the submitter but also to the guests. The ceiling will be 30€ for the submitter of the expense report plus 30€ per guest. If they have 4 guests, the ceiling will be 5 x 30 = 150€
• “Per guest, submitter not included”: the ceiling applies to all guests but not to the user who creates the expense report. The ceiling will be 30€ per guest. Nothing is provided for the submitter of the expense report. If they have 4 guests, the ceiling will be 4 x 30 = 120€

To go further: How are reimbursement limits applied?

'Accounting information' sections

This section defines the various information related to exporting expense reports to accounting:

• expense account (you can add the employee's suffix to the expense account in the export. The suffix must be entered in the employee record > Job tab > Payment method section)
• VAT account (if no associated VAT is configured)
• additional code
• VAT recovery
• entering the different VAT rates available for this expense by clicking 'Ajouter les tva associées'

You will find plenty of information on using geographical areas in this article: Use and creation of a geographical area.

If the expense is capped, you can check the following box to recover VAT proportionally to the reimbursed amount:

'Group ceiling' section

If a ceiling has been defined in a grouping of several similar expenses (for example, grouping 'Restaurant midi' and 'Restaurant soir' into 'Repas', or grouping 'Avion', 'Train', 'Taxi' and 'Frais kilométriques' into 'Transports') the section will display the associated ceiling.

'Entry controls' section

• It allows you to define whether this expense can be entered multiple times a day and/or on non-working days, and whether it is possible to enter a quantity (for example, for a 'Hôtel' expense, enter 3 nights.)
• If the reimbursement type is 'Frais Km', you can decide:
  • If the employee does not have a registration document entered in their record:
    • Saisie autorisée (aucun contrôle): the employee will still be able to save their expense
    • Saisie non autorisée: the employee will not be able to save their expense
    • Saisie autorisée avec alerte: the employee will get a warning message upon saving but will be able to save their expense
  • If the employee has the 'Titulaire véhicule professionnel' box checked in their record:
    • Saisie autorisée (aucun contrôle): the employee will still be able to enter mileage expenses
    • Saisie non autorisée: the employee will not be able to save their expense
    • Saisie autorisée avec alerte: the employee will get a warning message upon saving but will be able to save their expense

• It allows you to make adding a receipt and a reference to the supporting document mandatory.

'Expense type options' section

This section allows you to activate the desired options for the expense type in question:

• Gestion des invités
• Gestion des titres restaurants
• Champs complémentaires
• Téléphone pro

'Gestion des invités' option

This section allows you to authorize guests (internal and external) for this expense type (for example for restaurants).

It also allows you to define the mandatory fields to enter for each external guest entered.

'Gestion des titres restaurants' option

Useful for meal expenses, it allows you to define the impact of entering this expense on the meal voucher count. For example, when a 'Restaurant midi' expense is entered with 3 internal guests, it is possible to deduct a meal voucher from the submitter of the expense report as well as from the internal guests.

'Champs complémentaires' option

It allows you to add additional fields and make entry mandatory. It is also possible to display a message for the employee on the expense entry screen.

'Téléphone pro' option

If a business phone is entered in the employee record:

• Saisie non autorisée: the employee will not be able to save their expense
• Saisie autorisée (avec alerte): the employee will get a warning message upon saving but will be able to save their expense

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