Expense types

Expense types are used to describe and categorize the expenses added to an expense report. For example, the type of an expense can be a Meal at restaurant, Train tickets or a Toll charge.

Each expense type can be set up differently so the fields to create an expense will be different depending on the type selected.

Example

For the Meal at restaurant expense type, it can be required to add guests or to apply a triple tax. For the Train tickets expense type, these two parameters do not apply.

The setup of expense types can be accessed from General setup > Expense reports > Expenditure type. A search results screen displays the list of all the expense types set up for the company of the connected user. To modify multiple expense types at once, right-click on a selection of types and select Modify selected types at once.

Click on in the action bar to create a new type or double-click on a type to open its record sheet.

In the Type section, set up the following fields:

Field Description
Code Give a unique code to the expense type.
End date If needed, fill in the end date for the expense type. After this date has passed, the type can no longer be used to create new expenses.
Label Give a name to the expense type.
Icon

Associate an icon to the expense type. This icon will be used in the Desktop Application and in the Web Portal.

To add an icon:

  1. Click on the option to open the list of available icons.
  2. Double-click on the desired icon.

Click on to remove the selected icon.
Type

Select the type of the expense:

  • Check Normal if it is a regular expense.
  • Check Mileage allowances so that the expense amount is calculated depending on the number of kilometers and the vehicle.
  • Check Toll to use the toll charges set up to determine the unit price.
  • Check Restaurant / Triple tax to add a second and a third tax rate when creating a meal expense.
Meal ticket share

This field is only displayed if the Restaurant / Triple VAT type is checked.

Fill in the amount to be deducted if you need to take meal tickets into account.
By default, rebill to customer

Select the behavior when re-billing to a customer:

  • Check the refunded amount if you want the Rebillable option to be checked by default on the expense. Only the amount refunded to the employee is rebilled. If a portion of the expense's amount cannot be refunded, this portion will not rebilled to the customer.
  • Check the amount entered if you want the Rebillable option to be checked by default on the expense. The full amount specified by the employee is rebilled, including non-refundable amounts.
  • Check nothing if you want the Rebillable option to be unchecked by default on the expense. No amount is then rebilled to the customer.
Do not dun (Interactive To-do list)

When the box is checked, the reminders list (My Akuiteo > Interactive personal dashboard or Web Portal > Interactive dashboard) will display the expense reports with this expense type that are completed but not validated yet and that belong to the connected user.

When the box is not checked, these expense reports are not displayed.
Guests required

When the option is checked, it will be required to add one or several guests when creating an expense with this type.

When the option is not checked, adding guests is not be available.
Receipt required

When the option is checked, it is required to add at least one receipt when creating expenses with this type. Without a receipt, the expense report cannot be completed or validated.

When the option is not checked, adding a receipt is optional.

In the Accounting elements section, set up the following fields:

Field Description
Purchased item Select the purchased item from the help list to associate it with the expense type. Akuiteo uses this association to create one or multiple purchase invoices from an expense report.
VAT 1 Select the VAT code for the first VAT rate. This rate will be used by default when creating expenses with this type.
VAT 2

This field is only displayed if the Restaurant / Triple VAT type is checked.

Select the VAT code for the second VAT rate.
VAT 3

This field is only displayed if the Restaurant / Triple VAT type is checked.

Select the VAT code for the third VAT rate.
VAT non-modifiable and not displayed

This option is grayed out if the Restaurant / Triple VAT type is checked.

When this option is checked, employees will not be able to modify the VAT and the field will not be displayed, except for users with the DMF 041543 PURCHASES EXPENSE REPORTS MODIFY VAT.

When the option is not checked, the VAT is displayed and can be modified when creating expenses with this type.

In the Thresholds section, set up the following fields:

Field Description
Threshold by expense

Fill in the threshold amount for each expense created with this type. The refunded amount for each expense cannot exceed the specified threshold.

Unit or total amount input for expenses

When the Unit or total amount input for expenses option is checked in the expense type setup, the employee can create an expense by selecting one of the two following options:

  • Unit amount: The behavior is the default behavior of Akuiteo.
  • Total amount:
    • If the after-tax amount is lower or equal to the threshold by expense * number of parts, the reimbursement is equal to the after-tax amount of the expense;
    • If the after-tax amount is higher than the threshold by expense * number of parts, the reimbursement is equal to the threshold by expense * the number of parts.
No VAT if exceeded threshold

When the option is checked, the VAT will be set to 0 and cannot be modified if the expense amount exceeds the threshold. If the expense is modified so the amount is less than the threshold's, the VAT can be modified again.

In the Expense amount section, set up the following fields:

Field Description
Default amount Specify the amount that will be specified by default when crating an expense on this expense type.
Non-modifiable amount

When this option is checked, the Default amount specified cannot be modified when creating an expense with this type.

When this box is not checked, the Default amount is specified by default but can be modified when creating an expense with this type.
Non-refundable

When the option is checked, the Non-refundable option is checked by default when creating an expense with this type.
Include amount not subject to VAT

This box is only available for Normal or Restaurant / Triple VAT expense types.

When the option is checked, the Amount not subject to VAT field is available when creating an expense.

The Amount not subject to VAT field allows you to enter in only one expense an amount not subject to VAT and one or several amounts subject to VAT (for example a tourist tax for a stay at a hotel).

In the Web portal and Phone display section, set up the following fields:

Field Description
Required comment

When the option is checked, it will be required to add a comment when creating an expense with this type from the Desktop Application, Web Portal and Akuiteo Mobile.
Non-refundable / Non-modifiable

When the option is checked, the Non-refundable option cannot be modified when creating an expense with this type from the Web Portal and Akuiteo Mobile.

If the Non refundable setup is checked for the expense type, employees will not be able to uncheck the box in the input form.
Rebillable / Non-modifiable

When the box is checked, the Rebillable option cannot be modified when creating an expense with this type from the Web Portal and Akuiteo Mobile.

If nothing is selected for the By default, rebill to customer setup, employees will not be able to check the Rebillable box in the input form.
Display quantity

When the option is checked, the Quantity field is displayed when creating an expense with this type from the Desktop Application, the Web Portal and Akuiteo Mobile. The Unit or total amount input for expenses option also becomes available if the expense type is Normal or Restaurant / Triple VAT.

When the expense type is Mileage allowances, the option is grayed out and unckecked.

When the option is unchecked, the quantity is automatically set on 1 and the Quantity field is hidden in the expense creation form.
Display receipt number

When the box is checked, the Receipt number field is displayed when creating an expense with this type from the Web Portal and Akuiteo Mobile.

When the option is not checked, this field is hidden.

On the Desktop Application, the Receipt number field is always displayed, no matter if the Display receipt number option is checked or not.
Display additional comment

When the option is checked, the Additional comment field is displayed when creating an expense with this type from the Web Portal and Akuiteo Mobile.

When the option is not checked, this field is hidden.

On the Desktop Application, the Additional comment field is always displayed, no matter if the Display additional comment option is checked or not.
Rebillable displayed

When the box is checked, the Rebillable field is displayed when creating an expense with this type from the Desktop Application, the Web Portal and the Akuiteo Mobile.

When the option is not checked, this field is hidden.

Important

If this option is disabled, the Rebillable checkbox is no longer visible but an expense can still be considered as rebillable.

Therefore, in the setup of the expense type:

  • If By default, rebill to customer is set to the refunded amount or the amount entered, the Rebillable checkbox is not visible when creating an expense but will still be considered checked.
  • If By default, rebill to customer is set to nothing, the Rebillable checkbox is not visible when creating an expense and will be considered unchecked.
Unit or total amount input for expenses

This box is only available if the Display quantity box is checked and the expenditure type is Normal or Restaurant / Triple VAT.

If this box is checked, the Amount category section is displayed when creating an expense from the Web Portal, Akuiteo Mobile or Desktop Application. The employee can specify a Unit amount or a Total amount.

Reference

For more information about the amount category, see Amount category.

In the Controls section, set up the following fields:

Field Description
Enable duplicate expenses control

When the option is checked, Akuiteo makes a control on the duplicate expenses created by one or several employees.

If a duplicate is detected:

  • In the Desktop Application, the Duplicate expense on the same employee or Duplicate expense on another employee columns are specified with the Yes value.
  • In the Web Portal > Employee > Expense reports and on Akuiteo Mobile, the icon is displayed on the relevant expense line if the employee has created a duplicate expense. The icon is displayed on the relevant expense line when several employees have created the same expense.
  • In the Web Portal > Manager > Approvals and Approvals, the icon is displayed on the relevant expense line. The icon is displayed on the relevant expense line.
Enable expense control on a day off

When the option is checked, Akuiteo makes a control on the expenses created by an employee on a day off (set up from Tools > Setup > General setup > Resources and Labor > Model weeks).

If an expense on a day off is detected:

  • In the Desktop Application, the Expense on a day off column is specified with the Yes value.
  • from the new Web Portal > Manager > Expense reports and Approvals, the icon is displayed on the relevant expense line.
Enable expense control on a day with a leave request

On a day with a leave request: When the option and the option are checked, Akuiteo makes a control on the expenses created by an employee on a day on which they requested a leave.

If an expense on a day with a leave request is detected:

  • In the Desktop Application, the Expense on a leave day column is specified with the Yes value.
  • from the new Web Portal > Manager > Expense reports and Approvals, the icon is displayed on the relevant expense line.

On a day with a timesheet or a scheduled item on a leave project: When the option and the option are checked, Akuiteo makes a control on the expenses created by an employee on a day with a timesheet or a scheduled item on a leave project.

If an expense on a day with a timesheet or a scheduled item on a leave project is detected:

  • In the Desktop Application, the Expense on a leave day column is specified with the Yes value.
  • from the new Web Portal > Manager > Expense reports and Approvals, the icon is displayed on the relevant expense line.

Important

This setup is only available if the following conditions are met:

  • the Place Autocomplete and Distance Matrix APIs are enabled from the Administration console (see Configuring Google APIs). In order to use the Google APIs, please contact your Akuiteo project manager.
  • the expense type type is Mileage allowances.

The options of this setup only affect the new Web Portal and Akuiteo Mobile.

In the Kilometers calculation section, set up the following fields:

Field Description
Calculate number of kilometers with Google APIs

Check this box if you want the number of kilometers to be calculated automatically by specifying a departure address and an arrival address.

Enabling this option displays the Departure address and Arrival address fields when creating a mileage expense on the new Web Portal and Akuiteo Mobile.
Do not allow free input of kilometers

Check this box if you do not want to be able to manually specify the number of kilometers. Therefore, only the departure and arrival addresses will allow you to calculate and specify the number of kilometers on the new Web Portal and Akuiteo Mobile.

The option cannot be checked if the Calculate number of kilometers with Google APIs option is unchecked.