Your company may receive an invoice containing expenses related to different pre-defined expense categories, teams, tax rates, or custom fields such as Cost center or Project.
In such cases, you can split expenses that are not yet reviewed into multiple line items, so that you can maintain the correct expense categorization data on each line.
In Payhawk, employees can split expenses into line items too. If your workflows are configured to require approval by a team or custom field manager, Payhawk will send expense requests to all relevant approvers based on the data in all line items. For more information, see the article about defining custom approval workflows.
Splitting into multiple items from the expense
To split an expense into multiple line items:
In the Payhawk web portal, go to Expenses.
Select the desired expense by clicking on it.
Click on the three dots menu and select the Split option.
Enter the required data for each line item, for example:
Expense category.
Custom fields such as Cost center and Project.
The amount for each line item. Make sure that the amounts add up to the correct total.
Tax rate.
Click on Save to confirm your changes.
To view, edit, or delete a line item, click on the number of items under the amount of the expense, or under Amount.
Splitting into line items from the linked purchase order
When an expense is linked to a purchase order that has multiple items, you can split the expense into line items from the Purchase order field of that expense.
If the Split into [number] line items option is selected, it will lead to the following actions:
The number of line items that will be added to the expense will be the same as the number of line items in the purchase order.
The line item notes of the expense will be populated with the descriptions of the purchase order items.
The line item categorization fields of the expense will be populated with the purchase order item fields - category, team, amortization, and custom fields.
If the net amount of the expense matches the amount of the purchase order, the splitting will populate the net amounts of the expense line items by using the item amounts of the purchase order.