Configuration and set up

Once the access settings have been completed, you will need to configure the expenses module. This involves setting up the different expense items & codes, expense periods, VAT rates and mileage schemes.

Expense maintenance

Once the access settings have been completed, you will need to configure the expenses module. This involves setting up the different expense items & codes, expense periods, VAT rates and mileage schemes.

Expense maintenance is where you add the different items & codes, expense periods, VAT rates, and other settings.

  1. Go to Admin.

    You can access Admin from the top hand menu.

  1. From the Application Data page, select Expenses.
  2. Select Expenses Maintenance.

Expense codes

Add all the different types of expenses your employees will be able to claim (with the exception of mileage). When you add a new record, enter a Code, Description, GL Code, and mark whether the item is in use or not.

It's important to note that the Code is not the GL code that will appear in GL exports. The Code is used by the employee to select the expense type they are claiming and in Payroll Integration (Payroll customers only). The code is limited to a total of 50 characters including spaces.

The description should be what the expense item is. This can be up to 250 characters and will be displayed to the employee.

The GL code is what will appear on the GL export and is limited to 50 characters including spaces.

The In Use indicator controls whether an employee can claim for this type of expense. If you clear this box, the expense type will no longer be available for selection.

Periods

The Periods option is used for the configuration of the different claim periods that your expenses will be submitted for. You can configure different period lengths e.g., weekly, monthly etc.

At the top of this screen, you can search for the different periods and filter for open periods and future periods. To add a new period, click Add New Expense Period at the bottom of the page. You will be asked to enter details for this expense period.

When adding the expense period, you will need to give the period a name, start and end date, cut-off date and specify whether the period is open. The cut-off date does not stop an employee from submitting the claim. Open makes the claim period available to an employee when creating an expense claim.

If your claim periods are all the same, you can just click Add Next Period. This will automatically calculate the period name, start and end date, and cut-off date, based on the last one in the list. You can update the periods at any time by clicking the blue Update link.

VAT codes

This is where to add the different VAT codes and rates that employees will select against each expense item they claim for.

You can add as many different VAT rates as you need. To add a new VAT rate click Add New VAT Code. You need to enter a VAT Code, the VAT Rate, Description and whether it is in use.

The is default checkbox will make this the default VAT rate that will appear against each expense item when the employee adds an item to the expense claim. This can be overwritten by the employee if required.

Item parameters

Here you can set up your rules to auto calculate the VAT on all claims and design the expense claim form. When an employee adds an expense item, you can set IRIS Cascade to auto calculate the VAT – Just tick the box auto calculate VAT.

When an employee adds an item, they can tick a box to specify if the receipt is included or missing. You can select what this tick box means from the ‘Record Receipt as’ Dropdown, either Receipt Missing or Receipt attached.

To change the design of the expense claim form that the employees complete, you can click and drag the header fields.

Mileage parameters

This screen is very similar to the Item Parameters. In this screen, you can design the mileage form section of the expense form and enter the GL Mileage Code. To move the fields, click and drag in the same way as the Item Parameters screen.