Account Administrators can edit existing categories from the Admin area.
Note: Categories can be edited on an individual basis or you have the option to update your categories via an import.
To make changes to existing categories, follow the steps below:
1. Click the Account Name > Admin.
2. In the Account Setup section, click the Categories subheading.
3. Find the category you want to edit, then click the Edit icon next to the category, or select the three dots icon and select Edit from the drop-down.
Note: You can use the Filter option to search by the Category Name or Reference.
4. On the Details tab, edit the details for the existing category.
Category Name - edit the category name, this will be what users see when selecting a category.
Description (optional) - add or edit the description, the user can see this when 'View Categories' is clicked when selecting a category on their expense.
Reference - add or edit the reference for the category. This is typically where you input the nominal codes from your accounting package for each category.
Default Tax Rate (optional) - select or change the default tax rate so when a user selects this category, the tax rate is automatically populated with the default tax rate set. The user can override the default tax rate unless the 'Enforce Default Tax Rate' is enabled in the category's Additional Settings.
Fixed Amount (optional) - edit or add a fixed amount if this category should always be a set rate. When this category is selected, it will auto-populate the amount and this amount cannot be exceeded.
Carbon Category (Enterprise Customers only) - select or change a carbon category option if you want the system to calculate CO2 emissions for expenses assigned to the category. Setting the applicable carbon category will prompt the user to add additional information on their expense.
Reportable - set or unset a category as reportable so that expenses assigned to the category can be filtered for easier reporting of special categories when using the category report or the CSV builder.
Additional Settings - tick or untick the checkboxes to enforce special behaviours for the categories.
Require Attendee Details - enable or disable this setting depending on if you require your users to enter the names of those present when selecting the category on their expense.
Require No of Nights - enable or disable this setting depending on if you require your users to enter the number of nights they have stayed when selecting the category on their expense.
Ignore Policy Receipt Rules - enable or disable this setting depending on if you want to ignore receipt policy rules E.g. If you have a policy rule set that requires receipts to be attached to Purchase or Mileage Expenses, enabling this setting will ignore this rule for the category.
Enforce Default Tax Rate - enable or disable this setting depending on if you want to enforce the default tax rate where you have set a default tax rate against the category.
Note: Irish accounts will also have an ERR Category field available to support Enhanced Revenue Reporting (ERR) as set by Ireland Revenue. For more guidance on configuring your ExpenseIn account for ERR, please refer to this Help Article.
5. On the Applies to tab, select the expense types the category should be applied to by ticking the corresponding checkboxes.
Note: If you have the Invoicing module, tick the 'Invoicing' checkbox to make the category available in the Invoicing module.
6. On the Visibility tab, expand the collapsible headings and tick the checkboxes to select which departments, user groups and users can select the category when creating their expenses.
Note: Setting a category's visibility to 'No One' will not hide the Category from all users. Users who have the 'Finance' user permission will still be able to select hidden categories when editing an expense or invoice from the Finance or Approval areas.
If you need to completely hide a category from all users, you can delete the category.
7. Click Update.