Configure Expenses

The Expense module allows users to create, code, and submit expense receipts.

Before you can use Expense features, your System Admin must complete required configuration steps in the web portal.

You must be a System Admin to configure this module.

  1. Select Admin > Portal Settings > Expense.
  2. Expand the General Configuration section.
  3. To allow users to submit individual expense receipts without having to submit an expense packet, enable Allow users to Submit individual expense items.

    This enables a Submit button on the Edit Expense Receipt page. Users can submit an individual receipt if they have entered all required information (including selecting reviewers, if applicable) and if the total amount for all expense items on the receipt balances with the total amount on the receipt header.

  4. To assign a default attachment type to expense reports, select an attachment type from the dropdown for Assign Attachment Type for Expense Attachments.
  5. In Enabled Reimbursement Modes, enter the first letter of each reimbursement mode (Reimbursement, Entertainment, and Mileage) to make available to users when they are entering or editing expense receipts. Separate multiple reimbursement modes with a comma and no spaces (for example: R,E,M).

    Reimbursement mode descriptions:

    • R (Reimbursement): Enables the Expense option in the Reimbursement Mode dropdown on expense receipts.

      Allows users to enter a Unit of Measure, Unit Cost, Qty (Quantity) and Total amount for an expense. The Unit Cost and Qty fields are available based on the Unit of Measure.

      Note: You can edit the Unit of Measure in the portal setting List of units of measure for Expense Input.
    • E (Entertainment): Enables the Entertainment option in the Reimbursement Mode dropdown on expense receipts.

      Allows users to search for and enter the following: the name of the customer who attended (you can search for or enter AR Customers from Vista), the number of individuals from the customer's company who attended (# of Cust. Attendees), and the number of individuals from your company who attended (# of Our Firm Attendees).

    • M (Mileage): Enables the Mileage option in the Reimbursement Mode dropdown on expense receipts.

      Allows users to enter the number of miles traveled and have the reimbursement amount calculated automatically based on an established mileage rate. The Expense Admin must configure mileage rates for each company on the Expense Posting page. See Configure Mileage Rates for details.

  6. Use Expense Line Types to Enable to determine how users code their expenses. Enter the number associated with the line type to enable. Separate multiple line types with a comma and no spaced. For example, 1,3,4,6,8. Line type options:
    • (1) Job: Allows users to code to Job Cost Company, Job, Phase and Cost Type. To limit the Jobs available, see Job Override Lookup Example.

    • (3) Expense: Allows users to select a GL Company and GL Account. To limit the GL Accounts available, see GL Account Override Lookup Example.

    • (4) Equipment: Allows users to select the EMCo, Equipment, Cost Code and EMCType, Comp Type, and Component. To limit the Cost Codes available, see Cost Code Lookup for Equipment Expense Example.

    • (5) EM Work Order: Allows users to select EMCo, Work Order, Work Order Item, EM Cost Type.

    • (6) Purchase Order: Allows users to select purchase orders and PO Items.

      Note: If the item is from a credit card, users will see only the POs that are written to the vendor associated with the employee. If the item is a reimbursement, users will see only the POs that are written to the vendor associated with the employee.
    • (8) SM Work Order: Allows users to select SM Work Order, Scope and SM Cost Type. To limit the SM Cost Types available, use the portal setting SM Cost Types to Include SM Work Orders.

      Note: If you are processing SM Work Order expenses through Payroll, use the portal setting SM Pay Type for SM Expenses Processed Through Payroll to specify the SM Pay Type to enable for each SM company.
  7. In Expense Posting Mode, select whether to have expenses processed through Accounts Payable or Payroll:
    • Accounts Payable: Expense receipts will be moved into an AP Transaction batch in Vista for processing. Expense Admins will enter the batch month and the selected expenses will be moved to the batch as individual invoices for each submitted expense package. To include the AP reference number, enable the portal setting Allow APRef to be set by Expense Admin when moving to batch.

    • Payroll: Expense receipts will be moved into PR Timecard Entry batch in Vista for processing. Expense Admins will select the Pay Period, Pay Sequence, and Earn Code.

      Note: Credit card transactions are always processed via Accounts Payable even if the Expense Posting Mode is set to Payroll. You do not need to enable Accounts Payable as the Expense Posting Mode unless you are posting non-credit card expenses to Accounts Payable. See Configure Expense Credit Cards for more detail.
  8. To have the Transaction Date on new expense receipts default as blank, enable the portal setting Default New Transactions to Blank Date for each applicable PRCo. This does not apply to Quick Add.
  9. If you are processing your expenses through Accounts Payable, configure the portal setting PRCo to APCo Map to determine which AP company will be used for payments.
    • Enter this value as a string that includes the employee's Payroll company (in PR Employees in Vista) followed by a colon and then the AP company. For example 1:1.

    • For multiple PR and AP company mappings, enter a semicolon (;) after each pairing. For example, 1:1;2:2.

      Important: You cannot match a single payroll company to multiple AP Companies.
  10. If your credit card expenses and reimbursements should be mapped to different AP companies, configure the portal setting Credit Card - PRCo to APCo map override. This setting overrides the mapping set up in the PRCo to APCo map portal setting for credit card expenses only.

    Add a new row for each PRCo to APCo mapping.

    1. In the PRCo field, enter the payroll company number. For example: 1.
    2. In the APCo field, enter the AP company number for the credit card company. For example: 5.
  11. Expand the Company Restrictions section, and use the available settings to limit the companies available per line type.
    • You can limit by Equipment Management, General Ledger, Job Cost, and Service Management companies.

    • To restrict the available companies to the employee's own company, enable Limit Expense Coding Companies to Individual’s PRco.

    • To restrict the number of days past the transaction date that users can submit an expense receipt, configure the portal setting Restrict Transaction Date to a certain number of days. This setting does not apply to Expense Admins.

  12. Expand the Tax Modifications section.
  13. To allow users to enter tax or edit tax amounts for expenses, configure the portal setting Include Tax Amount as separate field on Expense Input.
    • To show Tax Amount but hide the Tax Type and Tax Code fields, enter the company number, a colon, and then a 0 for each company. For example, 1:0. The Tax Amount on the receipt header will calculate automatically, but users can edit it as needed. Users can also edit the tax amount for the expense items on the receipt.

    • To show the Tax Amount, Tax Type, and Tax Code fields, enter the company number, a colon, and then a 1. For example, 1:1. Users will be able to edit the Tax Amount on the receipt header and the tax amount for the expense items on the receipt.

    • For multiple companies, enter a semicolon (;) between each pairing. For example: 1:0;2:1.

  14. To set a default tax code for expenses, configure the portal setting Default Tax Code for Expenses (Company Specific).
    • Enter a Payroll company number, a colon, and then the tax code. For example: 1:GSTP.

    • For multiple companies, enter a semicolon (;) between each pairing. For example: 1:GSTP;2:GSTP.

  15. Optionally, you can override the default tax type on expenses by configuring the advanced portal setting Select a default tax type override. Options include: Sales Tax, Use Tax, VAT, and No Tax Type.
    • If you leave this setting blank, your tax type defaults based on your selection in the Country Code for date format portal setting. For example, Sales Tax for United States, and VAT for Australia and Canada.

    • If you select No Tax Type, taxes will not calculate for expenses. This selection overrides the portal setting Include Tax Amount as separate field on Expense Input. All tax fields will be hidden on the expense receipt header and on the expense receipt line items.
  16. Select Admin > Admin Roles, and assign the Expense Admin.

    This user has permission to move expenses to Vista for processing, and has access to the Expense Posting Dashboard and the Credit Card Import pages. See Admin Role Descriptions for more details.

  17. To assign users access to modules and set up expense reviewer groups, select Admin > User Access.
  18. In the Module Bundle dropdown, choose Expense.
    1. Assign the appropriate users to Expense Reports permission. For more information about the User Access page, see Assign Users Access to Modules.

      All users assigned to the Expense Reports permission have access the Expense page where they can create, code, and submit expense receipts.

    2. If your expenses are being processed through Accounts Payable (Expense Posting Mode is set to Accounts Payable), assign a Vendor to each user.

      If a user does not have an assigned vendor, the Expense Admin can assign one from a submitted expense receipt. A vendor will be assigned automatically if you are using the AP Vendor link in Vista. Vendor assignments made on the User Access page do not update the AP Vendor link.

  19. To configure expense approval, you can assign approver groups on the User Access page and/or in Approval Permissions. See About Expense Approval Assignments for additional information.
    • In Admin > User Access > Module Bundle > Expense, you can assign an Expense Reviewer Group to a user. Expense Reviewer Groups pull from the Invoice Reviewer Groups and Timesheet Reviewer Groups set up in Vista HQ Reviewer Group.

      Note: Users must be assigned to the expense reviewer group that you select in order for submitted expenses to go through the approval process.
      • If a user is assigned from a Timesheet Reviewer Group, all reviewers assigned will be notified via email when new expense receipts have been submitted.

      • If a user is assigned an Invoice Reviewer Group, serial approval and thresholds per expense receipt are supported.

      • If you want expense lines coded to jobs to go to those assigned as an Invoice Reviewer in JC Jobs in Vista, enable portal setting Enable Job Reviewer Expense Approvers. If enabled, all expense lines coded to a job will go to the HQ Reviewer Group assigned to the Invoice Reviewer group in JC Jobs.

      • If the expense line is coded to a job that does not have an HQ Reviewer group assigned, the expense line will go to the HQ Reviewer Group assigned to the user on the User Access page.

      • If you want expense lines coded to Equipment or to an EM Work Order to go to those assigned to the Invoice Reviewer Group on the EM Department in Vista, enable the portal setting Enable EM Department Reviewer Group on Equipment and EM Work Order Coded Expenses.

      • If you process expenses through Accounts Payable, you have the option to route expense receipts coded to Expense to the Reviewer Group assigned to the GL Account on the GL Chart of Accounts in Vista. To do this, enable the portal setting Enable GL Reviewer Expense Approvers. If no reviewer group is assigned to the GL Account, expense receipts coded to Expense will route based on default expense approval assignments.

    • You can also assign expense approvers using the Approval Permissions page in the web portal. See Assign Approval Permissions for details.

      • Approvers assigned on the Approval Permissions page are based on employee groups created in the portal.

      • Expense approval assignments made on the Approval Permission page do not support serial approval. Only one approver is required to approve the expense. Only one approver is required to approve the expense.

      • If a user has been assigned an Expense Reviewer Group in User Access and expense approvers in Approval Permissions, reviewers from both groups will be able to approve expense receipts. Expenses will flow through Expense Reviewer Group sequences as usual.

  20. To automatically send daily reminders to users who have not yet submitted expenses, enable Send Daily Reminder for Unsubmitted Expenses available under Admin > Portal Settings > Email Configuration > Email Options. You can also send reminders manually using the Send Reminder option available from More button on the Expense Posting Dashboard.
For additional options, review the settings available under Admin > Portal Settings > Expense. If you would like to enable credit card coding see Configure Expense Credit Cards.