Personal settings > Create expense template

Create expense template

If a certain option has been enabled for your company, you will have access to the Expense Templates area within your personal settings. This area allows you to create and edit templates you can apply to one or multiple transactions and/or accounts during coding. You can configure accounts to split transactions into multiple lines and allocate a percentage to each line (if you don’t want the percentage total to be automatically allocated evenly).

To create a template:

1. From the user menu, select Personal Settings.
2. Click the Expense Templates button on your Personal Settings screen.
3. Click Create New Template.

   The Create New Expense Template dialogue box appears.

4. Type a template name and select the coding combination from the drop-down fields.
5. To search for a code:
   1. Select Search from the list.

      A search window for this particular code type appears.

   2. If you know the value of the code you are searching for, type it in the Code Value field. If you don’t know the code value, but know all or part of the description of the code, type it in the Description field.

      Note: To help, you can search using the wildcard character "%" anywhere in your search text. For example, "ABC%1" finds any code starting with "ABC" and with the number "1" located anywhere within it, for example, "ABC00100".

   3. Click Save.

      A code, or codes, meeting your search criteria are displayed. Depending on how specific your search was, the system will return the first 60 codes it finds that meet your criteria. If the code you are looking for does not appear within this list, you need to further refine your search.

      If you are unable to find a code you believe you should have access to, contact your administrator.

   4. Click to the right of the code you want.
6. To configure the account to split transactions into multiple lines, click . The total percentage is automatically spread evenly across each line item.
7. If required, manually change the percentage allocated to each line. To reallocate the percentages evenly, click .
8. To delete a line, click .
9. Select the Tax Code from the drop-down list.
10. Type the text you want to appear in the Description field (Description 1 field) when the template is applied. You can enter a maximum of 500 characters. If left blank, the system default (the information provided by the issuer from the merchant, or by Spend Dynamics as per the transaction type details) will be used.

    Note: This field only displays if a certain company-level option is disabled.

11. Type the text you want to appear in the second description field (Description 2 field) when the template is applied.

    Note: This field only displays if certain company-level options are enabled and set.

12. Select an option from the Receipt drop-down field. Select Yes to place a check in the Receipt check box, indicating that the user has a receipt for the transaction. Enter No to place a cross in the Receipt check box, indicating that the user does not have a receipt. Leave the field blank to make no selection.

    Note: This field only displays if a certain company-level option is enabled for at least one issuer.

13. Click Save.
14. To set a preferred template for a particular account:
    1. Click to the right of the account.
    2. Select the template from the drop-down box that appears.
    3. Click to save.

    The next time you click Expense template to code an expense from that account, your preferred template will automatically display at the top of your expense template list with the words (Preferred template) beside it.