Setup the expense types used to group together similar types of expenses on reports. Used by staff when entering staff cash and travel expenses, or when entering supplier expenses (bills).
What are expense types?
Expense types are assigned new expense records for use with staff expenses (cash and travel), and supplier expenses (invoices / bills). Use expense types to create the different types of expenses groupings or categories at your company. e.g. Airfares, accommodation, couriers, equipment hire, sub contractors, printing, project travel, and non project travel.
If using Accounting add-ons to send expense data to your accounting system, then add account code details. The account code is used to map where the expense data should be transferred to by the Accounting add-ons interface.
Why use expense types?
Group together similar types of expenses on reports, and for mapping data where expenses will be transferred into your accounting system.
Create an expense type for each grouping that is required for expense reporting, or for sending the expense to your accounting system by Accounting add-ons. Try creating different expense types for items like airfares, accommodation, taxi's, couriers, or travel company car. Multiple expense types can be mapped to the one expense account in your accounting system using account codes. Learn more about account codes and Accounting add-ons.
Add an expense type by:
- Go to: Settings > Project lists > Expense types.
- Click the 'Add' button in the top right corner.
- Type a 'name' to describe the expense type in drop down lists.
- (Optional) Type an 'account code' to map to an expense account in your accounting system. e.g. Xero 429, MYOB AccountRight Live 6-2100.
- Save and close.
- Repeat for each additional expense type that is required.
Tip: Sample expense types are created with a new organization. Add the expense account codes to map to a matching location to your accounting system.
If an expense type can be deleted if it has not already been assigned to a staff expense, or a supplier expense bill. If the expense type has been used then it cannot be deleted, and will need to be made inactive to stop future use of the item.
- Go to: Settings > Project lists > Expense types and use one of the following methods:
- Single row - Click the row action button and select 'delete'.
- Multi row - Select the check box(es) on the row left for each item you want to delete. Then click the multiple rows action button and choose 'delete'.
- The list refreshes and the item(s) have been removed.
Tip: Unable to delete a discipline? Mark the discipline as inactive to remove it from drop down lists.
Change an expense type to be inactive to remove it from drop down lists, and stop future use of the item. An expense type cannot be deleted if it has already been used on a staff expense, or on any supplier expense bills.
- Go to: Settings > Project lists > Expense types , and use one of the following methods.
- Single row - Click the row action button , and select 'edit'. Uncheck the 'active' box, and then save and close.
- Multi row - In the list check the box(es) on the left of the name column, and then click the multi rows action button . Choose 'set as not active' option.
- The list refreshes and only the active items remain in the list.
- Use the list filter 'all' to find both active and inactive expense types.
- A strike-out style is applied to rows that are inactive.
Change the name or account code linked to an expense type. On any default sample expense types, try adding the account code to map where this data will transfer to in your accounting system with Accounting add-ons.
- Go to: Settings > Project lists > Expense types.
- Click the row you want to update, or click the action button on the row and select 'edit'.
- Type the new name for the expense type. This change updates all existing expense transactions to use the new name.
- (Optional) Update the 'account code' to map to the required expense account in your accounting system.
- Save and Close.
When a large number of items exist use the search or filter options to limit the number of rows shown in the list.
Search by clicking the search button and typing the keyword into the search box. To return to seeing all items in the list click the clear button in the search bar.
Tip: Learn more about searching with the list search or the global search.
Filter the list by selecting the search button . See the available filters by clicking the word 'active'. Select a filter from the drop down list and click the search button to apply the filter. The filter options are:
- Active - the default list filter that shows the items that can be used (seen in drop down lists).
- Inactive - see the items that can no longer be used, and are only shown when still linked to existing records.
- All - see both active and inactive items in the list.
Tip: Return to the default view by choosing the clear button in the search bar.
Each stage in a project will have a cost center (location) and discipline (business type) attached. Cost centers describe the division of the company which this revenue is linked to. Disciplines outline the type of business. Each invoice, bill, or staff expense created in Synergy is allocated to a stage, which always have both a cost center and discipline assigned. Cost centers and disciplines can be used to map the location that invoice data is transferred to in your accounting system using Accounting add-ons.
Each staff expense or bill (supplier expense) has an expense type assigned. Used to group together similar types of staff or supplier expenses (i.e. couriers, travel, sub contractors). The account code entered on each type is used to map these similar expense items to the matching location in your accounting system using account codes.
- MYOB AccountRight Live > Income codes = 4-1100, 4-1200, and Expense codes = 5-1100, 6-2100.
- Xero > Sales revenue account = 200, Supplier Expenses account = 300, and Staff Expenses account = 429.
Add account codes to cost center, disciplines, or expenses to map where your invoice or expense data should transferred to in your accounting system. Learn more about this account codes in the configuring Accounting add-ons topic.
Sample expense types are created with a new organization. This sample data is added to give you inspiration about what reporting groups to setup for expenses. Delete / mark as inactive any of the sample expense types that are not required. The same expense types are created for all of the organization industry types.
|Couriers / mail|
- Name: Enter a name for the expense type that will be displayed in drop down lists. The name can be displayed on reports and exported to the accounting system using Accounting add-ons.
- Account Code: This stores the account code number used by the Accounting add-ons interface to send expense data to your accounting system. e.g. 6-2100 or 5-1100 are expense account codes for MYOB AccountRight Live, Xero has default account codes like 300 for supplier expenses and 429 for staff expenses.
- Active: If this box is checked the expense type is available in drop down lists. Uncheck the active box to stop the expense type from use on future expense entries. Making the expense type inactive will not remove it from existing entries.