Expense types
Expense types are used to describe and categorize the expenses added to an expense report. For example, the type of an expense can be a "Meal at restaurant", "Train tickets" or a "Toll charge".
Each expense type can be set up differently so the fields to create an expense will be different depending on the type selected.
Example
For the "Meal at restaurant" expense type, it can be required to add guests or to apply a triple tax. For the "Train tickets" expense type, these two parameters do not apply.
The setup of expense types can be accessed from General setup > Expense reports > Expenditure type. A search results screen displays the list of all the expense types set up for the company of the connected user. To modify multiple expense types at once, right-click on a selection of types and select Modify selected types at once.
Click on in the action bar to create a new type or double-click on a type to open its record sheet.

In the Type section, set up the following fields:
Field | Description |
---|---|
Code | Give a unique code to the expense type. |
End date | If needed, fill in the end date for the expense type. After this date has passed, the type can no longer be used. |
Label | Give a name to the expense type. |
Icon |
Associate an icon to the expense type. This icon will be used in the Application Desktop and in the Web Portal. To add an icon:
Click on RAZ to remove the selected icon. |
Type |
Select the type of the expense:
|
Meal ticket share | Fill in the amount to be deducted if you need to take meal tickets into account. This field is only displayed if the Restaurant / Triple VAT type is checked. |
By default, rebill to customer |
Select the behavior when re-billing to a customer:
|
Do not dun (Interactive To-do list) |
When the box is checked, the reminders list will display the expense reports with this expense type that are completed but not validated yet and that belong to the connected user. When the box is not checked, these expense reports are not displayed. |
Guests required |
When the box is checked, it will be required to add one or several guests when creating an expense with this type. When the box is not checked, adding guests will be optional. |
Receipt required |
When the box is checked, it will be required to add at least one receipt when creating an expense with this type. Without a receipt, the expense report cannot be completed or validated. When the box is not checked, adding a receipt is optional. |

In the Accounting elements section, set up the following fields:
Field | Description |
---|---|
Purchased item | Select the purchased item from the help list to associate it with the expense type. Akuiteo uses this association to create one or multiple purchase invoices from an expense report. |
VAT 1 | Select the VAT code for the first VAT rate. This rate will be used by default when creating expenses with this type. |
VAT 2 | Select the VAT code for the second VAT rate. This field is only displayed if the Restaurant / Triple VAT type is checked. |
VAT 3 | Select the VAT code for the third VAT rate. This field is only displayed if the Restaurant / Triple VAT type is checked. |
VAT non-modifiable and not displayed |
When this box is checked, employees will not be able to modify the VAT and the field will not be displayed, except for users with the DMF 041543 PURCHASES EXPENSE REPORTS MODIFY VAT. When the box is not checked, the VAT is displayed and can be modified when creating expenses with this type. This field is grayed out if the Restaurant / Triple VAT type is checked. |

In the Expense amount section, set up the following fields:
Field | Description |
---|---|
Default amount | Specify the default amount that will be automatically specified when creating an expense with this type. |
Non-modifiable amount |
When this box is checked, employees will not be able to modify the Default amount when creating an expense with this type. When this box is not checked, employees can modify the Default amount when creating an expense with this type. |
Non-refundable |
When the box is checked, the expenses created with this type will be marked by default as non-refundable. |

In the Web portal and Phone display section, set up the following fields:
Field | Description |
---|---|
Required comment |
When the box is checked, it will be required to add a comment when creating an expense with this type from the Web Portal or the mobile app. |
Non-refundable / Non-modifiable |
When the box is checked, the Non-refundable box cannot be modified when creating an expense with this type from the Web Portal or the mobile app. If the Non refundable setup is checked for the expense type, employees will not be able to uncheck the box in the input form. |
Rebillable / Non-modifiable |
When the box is checked, the Rebillable box cannot be modified when creating an expense with this type from the Web Portal or the mobile app. If nothing is selected for the By default, rebill to customer setup, employees will not be able to check the Rebillable box in the input form. |
Display quantity |
When the box is checked, the Quantity field is displayed when creating an expense with this type from the Web Portal or the mobile app. When the box is not checked, the quantity is automatically set to 1 and the Quantity field is hidden. |
Display receipt number |
When the box is checked, the Receipt no. field is displayed when creating an expense with this type from the Web Portal or the mobile app. When the box is not checked, this field is hidden. |
Display additional comment |
When the box is checked, the Additional comment field is displayed when creating an expense with this type from the Web Portal or the mobile app. When the box is not checked, this field is hidden. |

In the Thresholds section, set up the following fields:
Field | Description |
---|---|
Threshold by expense | Fill in the threshold amount for each expense created with this type. The refunded amount for each expense cannot exceed this threshold. |
Daily threshold for expenses |
Fill in the daily threshold amount for each expense created with this type. The daily refunded amount cannot exceed this threshold, no matter the number of expenses created with this type. When an employee creates multiple expenses for the same day:
|
No VAT if exceeded threshold |
When the box is checked, the VAT will be set to 0 and cannot be modified if the expense amount exceeds the threshold. If the expense is modified so the amount is less than the threshold's, the VAT can be modified again. |