Expense types

Introduction

Expense types are used when you report expenses using our mobile app or through the TimeLog website.

Description

To be able to report expenses in TimeLog, the Expense and travel registrations module must be activated in System administration >> Setup TimeLog here.

You create and maintain your expense types in System Administration >> Time and expense registrations >> Expense Types.

Setup

Click the small arrow in front of the section Configuration of expense type is active and required Do not show account no. to open the main configuration.

• Active; shows that the expense type function is active and cannot be changed.
• Required; is automatically activated and cannot be changed.
• Account no. in financial system; should only be activated if you have an active financial integration. When activated, an extra field is added in the created expense types.

Filter

In the Filter section, choose the expense type status to display, then click SHOW to generate the table list.

The status column shows the status of each expense type. A green checkmark indicates that the expense type is active and can be selected when reporting expenses. A black dot means the expense type is inactive and cannot be selected when reporting expenses.

Clicking the status icon changes the status of the expense type.

Create new expense type

Create a new expense type by clicking on NEW EXPENSE TYPE.

• Enter a descriptive name for the expense type in the Name text field.
• Enter the VAT rate in the Default VAT The VAT rate is used when reporting expenses. The expense is reported without VAT in the projects, whereas employee-paid expenses should be compensated including VAT.
• Specify the Account no. in the financial system that the expense should be posted to in the financial system. This is only relevant if you have an active financial integration.
• Check Available in travels if the expense type should also be available when reporting travel expenses (e.g., per diems).
• Click SAVE to save the expense type.

The new expense type is, by default, inactive and can be activated by changing the filter status to Show inactive expense types or Show all expense types and clicking SHOW.

Click on the black dot in the status column or check the box next to the expense type. Select the Active action and click OK, and the new expense type will be available for expense reporting.

You can also open the inactive expense type by clicking on the name of the expense type or the pencil icon on the far right and ticking the box for Active.

Updating expense types

If you want to deactivate an expense type, you can click the green checkmark in the status column or open the expense type by clicking its name or the pencil icon.

To update an expense type, open it by clicking the name or the small pencil next to it. Click SAVE to save the update.

If you want to perform the same action on several expense types, you can select the checkboxes to the right and choose the desired action in Select action above the list. Click OK to complete the action.

Special remarks

If you have a financial integration and want to transfer project expenses to the financial system, the expense types must be assigned the corresponding account number in the financial system.

See the guide Transfer expenses to the finance system for more information