AVAILABILITY

If you are interested to learn more about the expense module please email product@beanworks.com or reach out to your customer success manager.

NOTE

  • Category management is not a separate offering or module, but is part of the expense reimbursement offering.

DEFAULT CATEGORIES

When expenses is enabled for your legal entity / company, a default category list gets created with the following category items:

  • Flights
  • Fuel
  • Hotel Rooms
  • Meals
  • Parking
  • Taxi
  • Public Transport
  • Equipment
  • Internet
  • Conferences
  • Personal Development

CUSTOM CATEGORIES

You have the option to associate a GL account with the category list items and also customize the default list. Please note, this is something we will do as part of enabling expenses for your company.

You also have the ability to customize the category list under the settings area. You will have the option to -

  • Add a new category list item
  • Edit an existing category list item
  • Deactivate a list item
  • View inactive list items
  • Associate a category list item to a GL account (we are soon releasing an update where there will be a separate section to associate a category with a GL account and also allow an additional association criteria of the org unit. To learn about this upcoming enhancement please read here.)

Please note, the system will detect a duplicate category list item.

HOW IT WORKS

STEP 1: Select the legal entity you want to customize the category list for.

Please note, if a legal entity is not enabled for expenses, you will see the screen below. Please reach out to your customer success manager and they would be happy to enable expenses for the legal entity.

ADD A NEW CATEGORY LIST ITEM

Click on the New Category button.

A new line will be added.

Enter the new category list item and associate it with the GL account. Please note, we will soon be releasing a separate section for associating categories to GL.

EDIT EXISTING CATEGORY LIST ITEM

Select the category item you want to update and make the changes.

VIEW INACTIVE LIST ITEM

You can view the inactive category list items by checking the 'Show Inactive' checkbox.

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