An Account Administrator can view, enable, or disable Additional Settings for the account from the Admin area.
Note: See the Additional Settings Help Article for steps on accessing this section.
See below for more information on the additional settings available for when users create their expenses. You can also hover over the red question mark icons to remind you what each setting is for.
Expenses tab
Users must select a category - enforces users to select a category for each expense.
Users must select a project - enforces users to select a project for each expense.
Show autocomplete for project selection - replaces the project drop-down list on an expense with a text field, allowing users to enter a project name. The system will suggest projects based on the text entered by the user.
Users must enter a merchant - enforces users to enter a merchant for each expense.
Show billable option - allows users to select if the expense is billable via a checkbox on their expense. We recommend that if you're using projects you leave this setting off and select in the project settings if the project is billable or not.
Show reimbursable option (time expenses) - allows users to select if their time expense is reimbursable. If disabled, the time expense will be billable.
Allow negative expenses (credits/refunds) - allows users to enter a minus symbol before a gross amount on a purchase expense to turn the expense into a credit/refund.
Users can override the tax amount - allows users to overtype the VAT amount calculated using the tax rate assigned to the expense.
Users can override the exchange rate - allows users to overtype the exchange rate on their foreign amount expense.
Use fixed time rates - prevents users from entering their own rate on time expenses, instead the user will need to use the time rates set up in the Admin area.
Users can recall submitted expenses - allows users to recall an expense awaiting approval back to their Draft area so that changes can be made.
Users can delete imported expenses - allows users to delete expenses that have been imported, or created via a transaction data feed.
Restrict editing of imported expenses - prevents users from updating the date, amount and currency on expenses that have been imported, or created via a transaction data feed.
Google Maps distance calculation - will show users the Google Maps distance calculation on their mileage expenses.
Journey location suggestions - will show users location prompts as they type. The system will suggest postcodes or locations based on previous mileage expenses submitted by the user.
Show commute distance (personal car mileage) - allows users to enter their commute distance which will be deducted from the mileage expense amount.
Allow multiple stops (personal car mileage) - allows users to enter multiple stops on a single mileage expense.
Require travel duration (personal car mileage) - requires users to enter the duration of their journey on their mileage expenses.
Maximum expense description length - choose the maximum character limit for the description of an expense and invoice lines (invoicing module only).