Expense Parameters

Expense parameters define general rules for how claimants, approvers and finance approvers can use the Expenses system.

To set expense parameters:

Click Expense Parameters. This opens the Expense Parameters window.
Complete the fields as follows:

Country Region	The region to which the following parameters will apply.
Auto Scan of Receipt Images	Tick this box to enable optical character recognition technology to automatically scan receipt images. If enabled, expense items will auto-fill the Transaction Date, Merchant and Amount fields based on the receipt image. The Expense Type may also be auto-filled based on previously scanned receipts from the same Merchant. This feature must be enabled by COINS before it can be switched on by users. Only users with the Expenses - Configurator user role can toggle this setting; Expenses - Setup users can view the setting but cannot edit it.
Use Contract/Asset/Job Card Costing	Tick these boxes to enable the use of each costing method for expense items. If a costing method is enabled here, it must also be enabled both for the expense type and in the claimant's user details before the claimant can use it in a claim item.
Allow Multiple Costing	Tick this box to enable multiple costings in expense claim items. If enabled, there will be a + button at the top of the Analysis Details section in the Manage Expense Claim Item window, which the claimant can click to split the costing. The costing can be split up to three times this way.
Allow Claims to be billed to a client	Tick this box to allow claimants to set expense claim items as Billable to Client. It also allows administrators to enable the "Receipt Required only for items Billable to Client" option when setting up an expense type policy. Unlike every other parameter on this screen, this one is applied only to your company and not the entire selected region.
Allow Approver/Finance Approver to update Claim information	Tick these boxes to allow approvers and finance approvers to edit the claim information of expense claim items when reviewing an expense report. "Claim information" includes the following fields: Claim Amount Description Merchant Additional Comments User Defined Fields
Allow Cross Company Costing	Tick this box to allow users to select contracts and departments from all companies they have access to when entering analysis details, rather than just from their assigned company. It also allows approvers to be assigned to workflow groups outside of their company.
Use Enhanced Mileage Functionality	Tick this box to enable the enhanced mileage functionality. If unticked, the following screens and features will be disabled: Claimant > My Vehicles Claimant > Mileage Enquiry Administration > Vehicles Setup > Vehicle Classifications Vehicle-Based expense types will be removed from expense claim entry Vehicle-Based will be removed from the Expense Type drop-down when creating a new expense type
Allow Claimants to make Mileage Adjustments	Tick this box to allow claimants to adjust their mileage records via Mileage Inquiry. If this box is unticked, the "Adjustment" type will be unavailable for claimants to select when adding an entry in Mileage Inquiry.
Use Google Maps for Mileage Claims	Tick this box to enable claimants to use the integrated Google Maps functionality for mileage claims. Your tenant must also have an active Google Maps license key in ERP+ to enable this functionality (see Google Maps API Key Configuration for details on how to set this up).
Allow Claimants to override calculated Mileage	If this box is ticked, claimants using Google Maps functionality for mileage claims will be able to enter their own mileage figure to override the calculated mileage. The claimant-entered mileage will be used for the payment calculation, but the original calculated mileage figure will still be visible to the approver.
Search Expense Types by Category	If this box is ticked, the expense types will be grouped by category for claimants when they expand the Expense Types drop-down when creating a claim. If this box is unticked, the expense types will be listed in alphabetical order.
Claimant/Approver/Finance Analysis View	Use the drop-down menus to select the level of access you wish each user group to have to the Analysis Details section of expense claim items. Hidden: They will not be able to see the analysis details. View only: They will be able to see the analysis details but will not be able to edit them. Updatable: They will be able to view and edit the analysis details.
Claimant Contract Analysis Update	Select which fields the claimant will be able to update when entering contract analysis details, given that Claimant Analysis View is set to Updatable. Full: All fields are updatable - Contract, WBS and Cost Head. Contract only: Only the Contract field is updatable; both others are locked. Contract and WBS: Contract and WBS are updatable; Cost Head is locked.
Approval Contract Security	Select which user's contract security will be applied when an approver is editing an expense claim item from a claimant. This affects which contracts can be selected in the analysis details. Claimant: Only the claimant's contract security will be applied. Current user: Only the approver's contract security will be applied. Claimant and Current user: Both the claimant's and the approver's contract security will be applied.
Claimant Overhead Analysis Update	Select which fields the claimant will be able to update when entering overhead analysis details, given that Claimant Analysis View is set to Updatable. Full: Both fields are updatable - Department and Account. Department only: Only the Department field is updatable; Account is locked.
Default Payment Route	Select the default ERP+ module that expense reports will be sent to for processing after they have been approved by finance.
Allow Users to Add Vehicles	Select which types of vehicle (if any) claimants will be allowed to add for themselves on the My Vehicles screen. Allow claimants to add vehicles: Claimants can add any type of vehicle for themselves. Allow claimants to add personal vehicles only: Claimants can add personal vehicles for themselves but not any other type of vehicle. Do not allow claimants to add vehicles: Claimants cannot add any vehicles for themselves.
Distance Unit	Select whether mileage claims will be calculated in miles or kilometres. This parameter is only editable up until the first mileage claim is created. If you wish to change this parameter but mileage claims already exist, contact COINS support.
Use Payroll Period Cutoffs	This parameter allows you to ignore the payroll periods of individual users and instead apply a unified cutoff period for all employees. If "Claimant Payroll Period" is selected, the system will use each employee's individual payroll period for cutoffs. If any other option is selected (e.g. Weekly or Monthly), it will be applied as the universal cutoff period for all employees.
Use Automatic Offsets For Expense Period Cutoff Dates	Tick this box to automatically set the Approval Cut-Off Date for each expense period. The value entered in the field below represents the number of days before the Period End Date that the Approval Cut-off Date will be set. If you update this field, before saving you will receive a popup asking if you want to update all current and future periods to match the change.
Notify Claimants of Expenses Due Dates	Tick this box to send automated notifications to claimants when the Approval Cutoff Date is approaching. Enter the frequency and start point of the notifications in the fields below once the box is ticked.
Tax Year End	Enter the date of the end of the tax year. If this is left blank, it will default to December 31st. Once a date has been set and saved, it cannot be changed if there is at least one reported mileage entry. If you wish to change the tax year end but mileage entries exist, please contact COINS support.

Click to save your changes.