Creating and Managing Expense Groups and Categories

In BigChange, before Resources can start claiming expenses, it is essential to create Groups and Categories in the back office. Groups act as digital folder headings for different types of expenses, such as 'Travel' and 'Subsistence'. Categories act as sub-folders within these Groups, such as 'Taxi', 'Train', and 'Bus' within the 'Travel' Group.

This article will guide you through the process of setting up these Groups and Categories.

Creating a New Expense Category

To create an expense category, follow these steps:

• Select the Account Settings icon in the top menu.
• Select Settings.
• From the side menu, select Financials.
• Select Expense Categories.
• Select Add to open a new popup window titled Expense Categories.

Entering Group and Category Information

• Enter a Group name, for example, "Accommodation"
• Enter a Category name, for example, "Hotel"

Setting Default Values

• Enter a Default Nominal Code.
• Enter a Default VAT amount, for example, 20%.
• If required, enter a Default cost, such as a toll road fee on a motorway

.

Configuring Amount Flexibility

• If you want the amount to remain fixed, leave the box unticked.
• If you want Resources to be able to change the amount, for example, if there is a price change on the toll road, tick the box.

Special Configuration for Fuel Expenses

• If the expense category or group is fuel, tick the checkbox Is fuel.
• A conditional field will appear, asking the user to enter the quantity of fuel.