Edit categories

Edit your existing categories.

Written by Jack
Updated over a week ago

You can edit any Category created in the Categories section in the Admin area. Use the steps below to guide you if changes are required to any Category settings:

1. From Admin, click Categories.

2. Click Edit on the Category line of your choice. You can use the Filter option to search the Category Name or Reference.

3. On the Details tab, you can edit the following:

  • Category Name - This is the name your users will select on their expense.

  • Description (Optional) - A brief explanation of what this category is used for. 

  • Reference - Enter a reference that matches your category / nominal code from your accountancy package to link the two together when you import. 

  • Default Tax Rate (Optional) - The rate that will be populated as the default Tax Rate when an end-user selects this category. This can be overridden unless the 'Enforce category default tax rate' is selected in 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.

  • Carbon Category (Enterprise Customers Only) - Select a carbon category option if you would like the system to calculate CO2 emissions for expenses assigned to this category. Setting the applicable carbon category will prompt the user to add additional information about their expense.

  • Reportable - Set a category as reportable so that expenses assigned to this category can be filtered for easier reporting of special categories when using the category report or the CSV builder.

  • Additional Settings:

Require Attendee Details - Enabling will ask your user to enter the names of those present on the expense when they use this category. 

Require No of Nights - Enabling will ask your user to enter the number of nights they have stayed. 

Ignore Policy Receipt Rules - If you have a policy rule set that requires receipts must be attached to Purchases or Mileage Expenses, enabling this setting will ignore this rule for this category. 

Enforce Default Tax Rate - If you have set a default tax rate against the category enabling this option will enforce this tax rate is used when the category is selected. 

4. On the Applies to tab, you can select for which type of expenses this category is available to select. 

5. On the Visibility tab, you can select which users, departments, and user groups can see this category when completing their expense form. 

Please 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.

6. Once you are happy with the settings, click Update

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