Setting up expense templates
An expense template is a group of expense settings that is assigned to users. Each expense user must be assigned an expense template in their user profile before they can use an expense sheet.
Templates allow you to manage different settings for different types of users. For example, you might want to allow only a certain set of users to enter expenses against projects. In this case, you could create an expense template with project options enabled, and assign it to that set of users.
A default expense template is available that you can use or edit to meet your requirements. You can also create as many new templates as you need.
Adding an expense template
To add an expense template:
- Go to Administration > Expenses > Expense Templates.
- Click Add Expense Template.
- Enter a template name, and select or deselect expense options, as desired.
- Click Add.
You can now assign the template to users on the Expenses page of user profiles.
About the expense options
|
Option name |
This option… |
|---|---|
|
Enter Expenses Against Projects |
Displays projects in the expense sheet, and allows users to enter time against them |
|
Project Selection is Required |
Requires the user to associate a project with expenses before they can submit the expense sheet |
|
Select Projects By |
Filters projects in the expense sheet by either client or program, depending on the option selected. Set this option to Do not filter if you’d like only projects and tasks to appear without their associated clients or programs. |
|
Override Exchange Rates |
Allows the user to edit exchange rates in expense sheets, rather than using the system default rate |
|
Override Rate for Rated Expenses |
Lets the user edit the rate used for any rated expenses, rather than using the system default rate |
|
Reopen Expenses before Approval |
Allows the user to reopen their expense sheets that are awaiting approval in order to make corrections |
|
Reopen Expenses after Approval |
Allows the user to reopen their approved expense sheets in order to make corrections. Expense sheets that have been invoiced cannot be reopened. |
|
Allow Blank Resubmission Comments |
Allows the user to resubmit an expense sheet that was reopened without entering any comments in the comments field that displays. Deselect this option to require resubmission comments. |
|
View Billing Summary Data |
Lets user see values in the Billable Amount column on their My Work > Expenses page. |
|
Notice Acceptance is Required |
Requires the user to accept the expense notice before they can submit their expense sheet |
FAQs
What happens if we edit a template that is already assigned to users?
The current template settings are always in effect.
Related links
Expense tracking setup checklist
Setting up expense codes
About the user profile fields