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Assign Expense Types Admin Screen

The Assign Expense Types admin screen allows users with administrative privileges to determine how expense types are mapped to transaction codes, pre-approval expenses, and other features that automatically set the expense type.

Activate Assign Expense Types Screen

Administrators with appropriate permissions may activate the Assign Expense Types admin screen for other admins.

1. In Admin Settings, navigate to SECURITY > ACCESS PERMISSIONS. Choose the desired policy and click EDIT.

2. Scroll down to Assign Expense Types and select the desired permissions, then click SAVE.

Credit Card Transactions

Credit card feeds feature unique merchant category codes (MCC) that identify the industry the merchant belongs to. These codes can be mapped to your organization's expense types. The Assign Expense Types admin screen allows you to change how individual merchant category codes should be mapped.

The mapping you set here will then set the expense type to which a credit card transaction defaults.

  • Note that any changes you make will only apply to future credit card transactions; existing credit card transactions will remain mapped to the previous expense type.

1. In Admin Settings, navigate to CONFIGURATION > ASSIGN EXPENSE TYPES, select CREDIT CARD TRANSACTIONS, and click EDIT.

 

2. Use the search box at the top of the list to narrow the list by code, merchant category or expense type. The search will be conducted across all three fields simultaneously.

3. Click on the expense type of the code you wish to change and, if necessary, click CLEAR to delete the existing expense type. Select the new expense type from the drop-down list. Start typing to narrow the list.

4. A green dot will appear next to each expense type that you change, with a running total of pending changes displayed in the upper right. Changes will not take effect until you click SAVE.

5. When you click SAVE, a confirmation message will display the total number of expense-type mapping changes you are about to make. Click OK.

If you click CANCEL, the changes you made will remain until you either clear them by clicking CANCEL again or save and confirm them.

Pre-Approval Expenses

Administrators can assign pre-approval line-item types to your organization's expense types in order to draw down the correct pre-approval balances when a user creates an expense report for an approved pre-approval. The Assign Expense Types admin screen allows you to change how pre-approval line-item types are mapped to expense types and select which pre-approval line-item type is the primary for each category for purposes of automatically creating an expense report from an approved pre-approval.

In Admin Settings, navigate to CONFIGURATION > ASSIGN EXPENSE TYPES, select PRE-APPROVAL EXPENSES, and click EDIT.

Use the search box at the top to narrow the list by expense type or pre-approval type. The search will be conducted across these two fields simultaneously.

  • For example, you may enter the pre-approval type "Meals" to view a list of all the expense types mapped to it and see which is the primary expense type.
  • The search works in view mode or edit mode and persists when you switch between the two.

View Mode

 

Edit Mode

Edit Pre-Approval Types

1. In edit mode, click on the pre-approval type you wish to change. If necessary, click CLEAR to delete the existing type and activate the drop-down list of choices.

2. Select the new expense type from the drop-down list. If necessary, start typing to narrow the list.

3. A green bar will appear next to each expense type that you change, with a running total of pending changes displayed in the upper right. Changes will not take effect until you click SAVE.

4. When you click SAVE, a confirmation message will display the total number of changes you are about to make. Click OK.

If you click CANCEL, the changes you made will remain until you either clear them by clicking CANCEL again or save and confirm them.

Assign Primary Expense Type

When there are multiple expense types assigned to a single pre-approval line-item type, you may assign one of the expense types as the primary. When the Import Pre-Approval feature is used, this tells the system which expense type to use when automatically generating line items on the new expense report created from an approved pre-approval.

  • For example, if your organization has expense types for Business Meals, Breakfast, Lunch, and Dinner, you may assign all of them to the same pre-approval line-item type—Meals, for example—and then designate one—Business Meals, for example—as the primary. When using the Import Pre-Approval feature to create an expense report from a pre-approval that contains the Meals pre-approval line-item type, the system will automatically create that expense as a Business Meals line item. Then the user can adjust the expense type as necessary, without having to create each line item from scratch.

1. To change the primary expense type, click EDIT and find the current primary expense type. You must uncheck the current primary before you can select a new one.

2. Now find the desired expense type and check the Primary box. Then click SAVE.

OCR Receipt Expenses

Administrators may use the Assign Expense Types admin screen to map OCR (Optical Character Recognition) category descriptions to expense line-item types in order to automatically assign the correct categories when a receipt is uploaded to Chrome River. The mapping you set here will then set the expense type to which a receipt transaction defaults.

1. In Admin Settings, navigate to CONFIGURATION > ASSIGN EXPENSE TYPES, select OCR RECEIPT EXPENSES, and click EDIT.

2. Click on the expense type of the expense category and description and, if necessary, click CLEAR to delete the existing expense type. Select the new expense type from the drop-down list. Start typing to narrow the list.

3. A green bar will appear next to each expense type that you change, with a running total of pending changes displayed in the upper right. Changes will not take effect until you click SAVE.

4. When you click SAVE, a confirmation message will display the total number of changes you are about to make. Click OK.

If you click CANCEL, the changes you made will remain until you either clear them by clicking CANCEL again or save and confirm them.

Hotel and Car Rental Folios

Administrators may use the Assign Expense Types admin screen to map hotel and car rental folio category descriptions to expense line-item types in order to automatically assign the correct categories when a folio receipt is uploaded to Chrome River. The mapping you set here will then set the expense type to which each hotel or car rental expense defaults.

1. In Admin Settings, navigate to CONFIGURATION > ASSIGN EXPENSE TYPES, select either HOTEL FOLIO or RENTAL CAR FOLIO, and click EDIT.

2. Click on the expense type of the expense category and description and, if necessary, click CLEAR to delete the existing expense type. Select the new expense type from the drop-down list. Start typing to narrow the list.

3. A green bar will appear next to each expense type that you change, with a running total of pending changes displayed in the upper right. Changes will not take effect until you click SAVE.

4. When you click SAVE, a confirmation message will display the total number of changes you are about to make. Click OK.

If you click CANCEL, the changes you made will remain until you either clear them by clicking CANCEL again or save and confirm them.

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