You can define expense categories, manage their account codes and managers, and apply their settings to the whole group of entities or individual entities.
Creating expense categories and subcategories
In the group dashboard:
Go to Settings > Expense fields > Built-in fields > Category.
Under Values, click on Add category.
In the dialog that opens, fill in a name for your category.
To create a new category, leave the New parent category field empty.
To create a subcategory, select the parent category for it from the drop-down list.
Click on Confirm.
Defining parent category settings
You can define settings for your parent categories, which will be inherited by its subcategories unless subcategories are explicitly set to override them.
Click on the desired category.
In the dialog that opens, define:
The entities for which the category will be visible.
Under Entity visibility, click on Edit.
Select the desired entities.
Click on Confirm.
The account code of the category.
To set an account code for the category that will be used by all entities:
Under Account codes settings, click on Edit.
Fill in the code.
Click on Confirm.
To set account codes for the category that will be different for individual entities:
Click on Edit.
Switch on the Different account codes per entity toggle.
Fill in the account codes for the respective companies.
Click on Confirm.
The category manager.
To set one or more category managers for all entities:
Under Category manager, click on Edit.
Select the employees.
Click on Confirm.
To set category managers that will be different for individual entities.
Click on Edit.
Switch on the toggle.
For each entity, select the employees from the drop-down list.
Click on Confirm.
Overriding parent category settings
You can use the individual settings of each subcategory to override the settings defined on its parent level.
Click on the desired subcategory.
In the dialog that opens, define:
The entities for which the subcategory will be visible.
Under Entity visibility, click on Edit.
Switch off the Inherit parent settings toggle.
Select the desired entities.
Click on Confirm.
The account code of the category.
To set an account code for the subcategory that will be used by all entities:
Click on Edit.
Switch off the Inherit parent settings toggle.
Fill in the code.
Click on Confirm.
To set account codes for the subcategory that will be different for individual entities:
Click on Edit.
Switch off the Inherit parent settings toggle.
Switch on the Different account codes per entity toggle.
Fill in the account codes for the respective companies.
Click on Confirm.
The subcategory manager.
To set one or more subcategory managers for all entities:
Click on Edit.
Switch off the Inherit parent settings toggle.
Switch on the Different managers per entity toggle.
Select the employees from the drop-down list.
Click on Confirm.
To set category managers that will be different for individual entities.
Click on Edit.
Switch off the Inherit parent settings toggle.
Switch on the Different managers per entity toggle.
For each entity, select the employees from the drop-down list.
Click on Confirm.
Visibility, configuration, and operations settings for categories and subcategories
You can select group categories and subcategories and apply various actions to them such as:
Deactivate a category or subcategory.
Reactivate an inactive category.
Delete categories and subcategories.
The following actions can also be done from the settings of the parent categories and subcategories.
Set the visibility of the category or subcategory for the entities within the group.
Set the account code of the category or subcategory for the entities within the group.
Set the category or subcategory manager for the entities within the group.
For subcategories, inherit parent settings.
Bulk visibility, configuration, and operations settings
You can apply the visibility, configuration, and operations settings to two or more group categories and subcategories by selecting them.
Turning categories into subcategories and vice versa
You may need to add a category as a subcategory for another category. To do so:
Click on the desired category.
In the dialog that opens, select a parent category from the drop-down list.
Click on Confirm. As a result, your former category will be visible as a subcategory under the parent category you've selected.
To set a subcategory as a category:
Click on the desired category.
In the dialog that opens, set the parent category to None.
Click on Confirm. As a result, your former subcategory will be visible as a category.
