Expense Payment Types
Use Expense Payments Types to establish defaults to use when expense sheets are created. Expense Types determine the journal to which the payment is posted and the expense type function For example, if it is a company paid expense, the posting is either Accounts Payable for a credit card vendor, or the General Ledger. Expense Payments Type codes are user defined. Examples of expense payment type codes:
To create a new Expense Payment Type:
Navigate to the Role Center > Setup > Items and Expense Setup > Expense Payment Types
Select New from the ribbon. Complete the following fields:
Expense Payment Type: Create a unique code for the new payment type.
Expense Payment Description: Specify a description for this expense payment type.
Expense Payment Function: Select the function for this expense payment type. Payment Function lists the various methods by which an expense might be paid. For example, the Payment Function can define whether the expense was paid for by company funds or by the resource or is a repayment or an advance to the employee. Options:
- Resource Paid: Reimbursement to be made to a Resource.
- Advance: Payment made to a Resource as an advance against their expenses.
- Company Paid: Payment is made by the company directly to the vendor, e.g., company credit card.
- Payroll: Reimbursement is made to the employee through Payroll.
- Repayment: Payment is made by a Resource to the company for funds advanced that are in excess of actual expenses.
Expense Posting: Select where the Expense Payment Type will post. Options:
- None: No posting
- GL: General Ledger
- AP: Accounts Payable
- Employee Journal: Employee Journal
- Purchase Journal: Purchase Journal
Gen. Journal Template: Select the journal template to use for entries of this type.
Gen.Journal Batch: Select the name of the journal batch to use for entries of this type.
VAT Tax fields (Canadian localizations only)
There are a couple of places to enable VAT tax fields when using a Canadian localization.
- In the General Ledger Setup > General tab, locate the VAT in Use field. Enabling this field specifies if you are posting US sales tax (disabled) or CA VAT tax (enabled) and do not want to have to set up posting groups on G/L accounts.
Once the VAT in Use field is enabled, in a tenant with Canadian localization, you will be able to see VAT fields in the Expense Sheet Entry lines where you would normally see Tax Code fields.
For example, in a tenant where the localization is a US Company and the VAT in Use is enabled, there will be no change - the tax fields in the Expense Sheet line will show as Tax Bus Posting Group, Tax Prod Posting Group. However, in a Canadian localization company, the fields will display as VAT Bus Posting Group and VAT Prod Posting Group.
Note
Regardless of whether VAT in Use is enabled or not in a company with US or Canada localization, the Tax group code Emp. Exp field name will not change.