A kind of spend (Travel, Lodging, Meals, Fuel and similar) picked on every expense claim line and company card transaction, and targeted by expense policy rules. Only three things about a category change what happens to a claim: its Name (shown in pickers and messages), its Is Active flag (a cleared flag raises a blocking finding at Evaluate Policy for every line that uses it and makes Post refuse the claim), and its identity as the target of policy rules. Its default GL account, limits and receipt, approval, GST, reimbursable and billable flags are stored and shown but not read by claims, cards, posting or reimbursement; the Claims & Reimbursement dashboard charts the two limits. Found under Expenses > Settings > Policy > Expense Categories.
Fields
| Field | Label | Type | Required | What it does |
|---|
ApprovalRequired | Approval Required | Boolean | | Declares that this spend needs sign-off. Not read; routing comes from the expense claim's approval process. |
Code | Code | Text | | Optional short code (up to 40 characters), useful as a key for imports. Not checked for duplicates and not read by claims or posting. |
CreatedById | Created By | Lookup → UserAccount | Yes | |
CreatedDateTime | Created Date | DateAndTime | Yes | |
DailyLimit | Daily Limit | Currency | | A declared per-day limit. Not enforced and on no standard form, so it is set only by import or after adding it to the form. Shown as the Daily series of the Claims & Reimbursement dashboard's category limits chart. |
DefaultGLAccountId | DefaultGL Account | Lookup → GLAccount | Yes | The expense account this spend normally goes to. Required on save, but it is never copied to claim lines or card transactions and posting does not read it: each line's own Expense GL Account is what posts. Any GL account can be chosen. |
Description | Description | Text | | Free-text notes on what belongs in the category. On the record page only, not on the New or Edit form. |
GLAccountName | Name | Text, unique | Yes | Not stored and on no form; the category's name is the Name field. |
GstEligibleDefault | Gst Eligible Default | Boolean | | Declares that this spend usually carries recoverable GST. Not read; each claim line's Itc Eligible decides whether its tax is claimed. |
Id | Id | Guid | Yes | |
IsActive | Is Active | Boolean | | Whether the category may be used. Ticked on new categories; blank counts as active. When cleared, Evaluate Policy raises a blocking finding on every line of the claim that uses it (including lines entered earlier) and Post refuses the claim until the line is recategorised. Inactive categories still appear in the line pickers. Deleted categories are ignored by both checks, so deactivate rather than delete. |
IsBillableDefault | Is Billable Default | Boolean | | Declares that this spend is usually recharged to a customer. Not read. |
IsReimbursable | Is Reimbursable | Boolean | | Declares that employees are paid back for this spend. Ticked on new categories. Not read by posting or reimbursement. |
ModifiedById | Modified By | Lookup → UserAccount | Yes | |
MonthlyLimit | Monthly Limit | Currency | | A declared per-month limit. Not enforced; a Category limit policy rule is what caps spend (per line, tax included). Shown as the Monthly series of the Claims & Reimbursement dashboard's category limits chart. |
Name | Name | Text | | The category name claimants pick on claim lines and card transactions. Required. Quoted in the deactivation messages raised at policy evaluation and posting. |
OwnerId | Owner | Lookup → UserAccount | Yes | |
PartnerAccountId | Partner Account | Lookup → Account | | The company the category belongs to; the picker lists companies only. Nothing filters on it, so every category is offered to every claimant whatever the claim's company. Hidden on single-company tenants. |
ReceiptRequired | Receipt Required | Boolean | | Declares that this spend needs a receipt. Not enforced; a Receipt mandatory above policy rule on the category is what checks for an attached receipt. |
RecordTypeId | Record Type | Guid, hidden | | |
UIProps | UI Props | Text | | |
UpdatedDateTime | Modified Date | DateAndTime | Yes | |
Actions
| Action | Label | Type | What it does |
|---|
BulkDelete | Delete | Delete | Delete the selected records. |
Clone | Clone | ServerAction (Clone) | Create a copy of this record |
Delete | Delete | Delete | Delete this ExpenseCategory. |
DeleteRecord | Delete | Delete | Delete |
Edit | Edit | Edit | Edit this ExpenseCategory. |
EditInLine | Edit | EditInline | EditInLine |
EditRecord | Edit | Edit | Edit |
New | New | New | Create a ExpenseCategory. |
Lookup filters
| Filter | Lookup field | Notes |
|---|
| PartnerAccountFilter | PartnerAccountId | |
