External expense types
| DMF |
041509 PURCHASES EXPENSE REPORTS SETUP |
External expense types are used for the Smartscan (optical character recognition) as well as to import bank or travel agencies statements so the data can be added in expense reports. These external expense types make it possible to associate the external code of an expense with one of the expense types set up in Akuiteo.
Important
These types of imports are not standard because each format transmitted by the issuing entities can be different.
The setup of external expense types can be accessed from General setup > Expense reports > External expenditure type. A search results screen displays the list of all the external expense types set up for the company of the connected user.
Click on 
in the action bar to create a new type or double-click on a type to open its record sheet.
To set up a new external expense type, fill in the following fields:
| Field | Description |
|---|---|
| Code |
Specify the code of the external expense type. This code comes from the external statement. The external expenditure type code must be unique per company and Expense report profile. |
| Label | Give a name to the external expense type. |
| By default | If the import relates to expense reports, the external expense type by default will be used if no expense type could be identified. |
| Expense type | Select the expense type from the help list to link it with the external expense type. |
| Source | Select the source from the help list. This is the source of the external expense type, for example the OCR or a bank statement. |
| Expense report profile |
Select the expense report profile to associate with the external expense type. The Expense type selected must be authorized in the expense report profile so that the employee has the right to use this expense type. |
Setting up external expense types for the Smartscan
Regarding the Smartscan and the optical character recognition (OCR), external expense types must be set up to be able to link the "primary" types sent by the OCR provider with the expense types set up in Akuiteo.
The following typologies can be used with the OCR provider:
- accommodation
- food
- food / restaurant
- food / shopping
- gasoline
- miscellaneous
- parking
- telecom
- toll
- transport
- transport / plane
- transport / taxi
- transport / plane
To set up an external expense type for the Smartscan:
| 1 | Specify one of the typologies in the Code field. This code is unique by company and Expense report profile. |
| 2 | In the Expense type field, select the expense type to be associated with the selected typology. |
Example
For a food expense, you want the Smartscan to create an expense using the "Meal at restaurant" expense type set up in Akuiteo. When you create the external expense type, you must specify food in the Code field, then select Meal at restaurant in the Expense type field.
| 3 | Select OCR in the Source field. |
| 4 | Specify the Label. |
| 5 | Select the Expense report profile to associate with the external expense type. The Expense type selected must be authorized in the expense report profile so that the employee has the right to use this expense type. |
Example
Two external expense types have both the same code food:
- One external expense type is linked to the Restaurant expense type and to the Consultant expense report profile.
- One external expense type is linked to the Repas expense type and to the Salesperson expense report profile.
Two employees use the Smartscan to create a meal expense:
- For the employee with the Consultant profile, the expense created will be of the Restaurant type.
- For the employee with the Salesperson profile, the expense created will be of the Meal type.
| 6 | Save. |
