Your account will already be populated with some default categories, but Account Administrators can add new categories to your account from the Categories section of the Admin area.
Note: Categories can be added individually, or you have the option to import your categories.
To add new categories individually, follow the steps below:
1. Click the Account Name > Admin.
2. In the Account Setup section, click the Categories subheading.
3. Click the Add button and select New Category from the drop-down.
4. On the Details tab, enter the details for the new category.
Category Name - give the category a name, this will be what users see when selecting a category.
Description (optional) - add a description which the user can see when 'View Categories' is clicked when selecting a category on their expense.
Reference (optional) - add a reference for the category. This is typically where you input the nominal code from your accounting package for the category.
Default Tax Rate (optional) - select a 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) - enter 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 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 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 the checkboxes to enforce special behaviours for the categories.
Require Attendee Details - enable this setting for your users to enter the names of those present when selecting the category on their expense.
Require No of Nights - enable this setting for your user to enter the number of nights they have stayed when selecting the category on their expense.
Ignore Policy Receipt Rules - enable this setting 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 this setting 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.
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 Create.