From 04f2e487c4c5271539a6ae9c4ee72c6c38af8478 Mon Sep 17 00:00:00 2001 From: Sara Jo Jacobson Date: Wed, 25 Oct 2023 11:02:39 -0500 Subject: [PATCH 01/34] Update Categories.md Categories are used to classify and organize expenses --- .../Categories.md | 136 +++++++++++++++++- 1 file changed, 134 insertions(+), 2 deletions(-) diff --git a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md index 0db022f400d3..78426ae86d22 100644 --- a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md +++ b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md @@ -1,5 +1,137 @@ --- title: Categories -description: Categories +description: Categories are used to classify and organize expenses --- -## Resource Coming Soon! +# Overview +Categories are commonly used to classify and organize expenses for both personal finances and business accounting. +The way Categories function will vary depending on whether or not you connect Expensify to a direct account integration (i.e., QuickBooks Online, NetSuite, etc.). +When reviewing this resource, be sure to take a look at the section that applies to your account setup! +# How to use Categories +- When using an accounting integration, categories are your chart of accounts/ show in expense claims/etc. +- You can have different categories for different workspaces +# How to import Categories (no accounting integration connected) +## Add Categories via spreadsheet +If you need to import multiple categories at once, you can upload a spreadsheet of these parameters directly to Expensify. +Before importing the category spreadsheet to Expensify, you'll want to format it so that it lists the Category name as well as any optional fields you'd like to include. +Required fields: +- Category name +Optional fields: +- GL Code +- Payroll code +- Enabled (TRUE/ FALSE) +- Max Expense amount +- Receipt Required +- Comments (Required/ Not Required) +- Comment Hint +- Expense Limit Type + +Expensify supports the following file formats for uploading Categories in bulk: + +- CSV +- TXT +- XLS +- XLSX + +Once the spreadsheet is formatted, you can upload it to the workspace under Settings > Workspace > Group > Workspace Name > Categories. +From there, the updated Category list will show as available on all expenses submitted on the corresponding workspace. +## Manually add Categories +If you need to add Categories to your workspace manually, you can follow the steps below. + +On web: +1. Navigate to Settings > Workspace > Group / Individual > [Workspace name] > Categories. +2. Add new categories under Add a Category. + +On mobile: +1. Tap the three-bar menu icon at the top left corner of the app +2. Tap on Settings in the menu on the left side +3. Scroll to the Workspace subhead and click on Categories listed underneath the default policy +4. Add new categories by tapping the + button in the upper right corner. To delete a category, on iOS swipe left, on Android press and hold. Tap a category name to edit it. +## Add sub-categories +Sub-categories are useful when you want to be more specific, i.e. Travel could have a subcategory of airplane or lodging so the outcome would be Travel:airplane or Travel:lodging. +If you would like to create sub-categories under your category selection drop-down list, you can do so by adding a colon after the name of the desired category and then typing the sub-category (without spaces around the punctuation). +# How to import Categories with an accounting integration connected +If you connect Expensify to a direct integration such as QuickBooks Online, QuickBooks Desktop, Sage Intacct, Xero, or NetSuite, then Expensify automatically imports the general ledger parameters from your accounting system as Categories. + +When you first connect your accounting integration your categories will most likely be pulled from your chart of accounts, however this can vary depending on the account integration. + +If you need to update your categories in Expensify, you will first need to update them in your accounting system, then sync the connection in Expensify by navigating to Settings > Workspace > Group > [Workspace Name] > Connection > Sync Now. + +Alternatively, if you update the category details in your accounting integration, be sure to sync the policy connection so that the updated information is available on the workspace. +# Deep Dive +## Category-specific rules and description hints +If you're an admin using a workspace on a Control plan, you have the ability to enable specific rules for each category. + +These settings are valuable if you want to set a special limit for a certain category. e.g. Your default expense limit is $2500 but Entertainment has a limit of $150 per person, per day. You can also require or not require receipts, which is great for allowing things like Mileage or Per Diems to have no receipt. + +To set up Category Rules, go to Settings > Workspace> Group > [Workspace Name] > Categories. + +Then, click Edit Rules next to the category name for which you'd like to define a rule. + +- GL Code and Payroll Code: These are optional fields if these categories need to be associated with either of these codes in your accounting or payroll systems. GL code will be automatically populated if connecting to an accounting integration +- Max Amount: Allows you to set specific expense amount caps based on the expense category. Using Limit type, you can define this per individual expense, or per day (for expenses in a category on an expense report). +- Receipts: Allows you to decide whether you want to require receipts based on the category of the expense. For instance, it's common for companies to disable the receipt requirement for Toll expenses +- Description: Allows you to decide whether to require the description field to be filled out based on the category of the expense +- Description Hint: This allows you to place a hint in the description field. This will appear in light gray font on the expense edit screen in this field to prompt the expense creator to fill in the field accordingly. +- Rule Enforcement: If users are in violation of these rules, those violations will be shown in red on the report. Any category-specific violations will only be shown once a category has been selected for a given expense. + + +## Make categories required +This means all expenses must be coded with a Category. If they do not have a category, there will be a violation on the expense which can prevent submission. +## Update Category rules via spreadsheet +You can update Category rules en masse by exporting them to CSV, editing the spreadsheet, and then importing them back to the categories page. + +This allows you to quickly add new categories and set GL codes, payroll codes, and description hints. This feature is only available for indirect integration setups. + +## Category approvers +Policy Admins can add additional approvers who must approve any expenses categorized with a particular category. + +To configure category approvers: + +1. Go to Settings > Workspace > Group > [Select Workspace] > Categories +2. Click Edit Rules next to the category name that requires a category approver and use the "Approver" field + +The expense will route to this Category approver, before following the approval workflow set up in the People table + +## Auto-categorize card expenses with default categories + +If you're importing card transactions, Default Categorization will provide a massive benefit to your company's workflow by automatically coding expenses to the proper GL. +- Once configured according to your GL, the default category will detect the type of merchant for an expense based on its Merchant Category Code (MCC) and associate that expense with the proper GL account. +- This time-saver keeps employees from having to manually code expenses and provides admins with the peace of mind that the expenses coming in for approval are more reliably associated with the correct GL account. +- Best of all, this works for personal and company cards alike! + +Setting up Default Categories + +1. First, go to Settings and select the group Workspace that you want to configure +2. Go to the Categories tab and scroll down to Default Categories +3. Under the Category column, select the account that is most closely associated with the merchant group for all groups that apply to expenses that you and your coworkers submit. If you are unsure, just leave the group Uncategorized and the expense will not come in pre-categorized. +4. You're well on your way to expense automation freedom! + +Default Categories based on specific MCC codes + +If you require more granular detail, the MCC Editor gives you even greater control over which MCC Codes are assigned to which Categories. The MCC Editor can be found just below the Default Categories table. + +## Implicit categorization +Over time, Expensify will learn how you categorize certain merchants and then automatically apply that category to the same merchant in the future. + +- You can always change the category; we'll try to remember that correction for next time! +- Any Expense Rules you have set up will always take precedence over implicit categories. +- Implicit categorization will only apply to expenses if you have not explicitly set a category already. Changing the category on one expense does not change it for any other expense that has an explicit category already assigned. + +This built-in feature will only use the categories from the currently active workspace on your account. You can change the active workspace by clicking your account icon in the app and selecting the correct workspace name before you SmartScan. + +## Category violations +Category violations can happen for the following reasons: + +- An employee categorized an expense with a category not included in the workspace's categories. This would throw a "category out of workspace" violation +- If you change your categories importing from an accounting integration, this can cause an old category to still be in use on an open report which would throw a violation on submission. Simply reselect a proper category to clear violation. + + +If Scheduled Submit is enabled on a workspace, expenses with cateegory violations will not be auto-submitted unless the expense has a comment added. + + +# FAQ +## The correct category list isn't showing when one of my employees is categorizing their expenses. Why is this happening? +Its possible the employee is defaulted to their personal workspace so the expenses are not pulling the correct categories to choose from. Check to be sure the report is listed under the correct workspace by looking under the Details section on top right of report. +## Will the account numbers from our accounting system (QuickBooks Online, Sage Intacct, etc.) show in the Category list when employees are choosing what chart of accounts category to code their expense to? +The GL account numbers will be visible in the policy settings when connected to a Control-level policy for Policy Admins to see. We do not provide this information in an employee-facing capacity because most employees do not have access to that information within the accounting integration. +If you wish to have this information available to your employees when they are categorizing their expenses, you can edit the account name in your accounting software to include the GL number — i.e. Accounts Payable - 12345 From 0a700e27399a61fb32080d5c5f09b8349d56bb52 Mon Sep 17 00:00:00 2001 From: Sara Jo Jacobson Date: Fri, 3 Nov 2023 08:53:08 -0500 Subject: [PATCH 02/34] Update Categories.md --- .../Categories.md | 53 ++++++++++--------- 1 file changed, 29 insertions(+), 24 deletions(-) diff --git a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md index 78426ae86d22..d245ecfa2810 100644 --- a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md +++ b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md @@ -12,9 +12,12 @@ When reviewing this resource, be sure to take a look at the section that applies # How to import Categories (no accounting integration connected) ## Add Categories via spreadsheet If you need to import multiple categories at once, you can upload a spreadsheet of these parameters directly to Expensify. + Before importing the category spreadsheet to Expensify, you'll want to format it so that it lists the Category name as well as any optional fields you'd like to include. + Required fields: - Category name + Optional fields: - GL Code - Payroll code @@ -32,29 +35,31 @@ Expensify supports the following file formats for uploading Categories in bulk: - XLS - XLSX -Once the spreadsheet is formatted, you can upload it to the workspace under Settings > Workspace > Group > Workspace Name > Categories. +Once the spreadsheet is formatted, you can upload it to the workspace under **Settings > Workspace > Group > [Workspace Name] > Categories**. + From there, the updated Category list will show as available on all expenses submitted on the corresponding workspace. ## Manually add Categories If you need to add Categories to your workspace manually, you can follow the steps below. On web: -1. Navigate to Settings > Workspace > Group / Individual > [Workspace name] > Categories. -2. Add new categories under Add a Category. +1. Navigate to **Settings > Workspace > Group/Individual > [Workspace Name] > Categories**. +2. Add new categories under **Add a Category**. On mobile: -1. Tap the three-bar menu icon at the top left corner of the app -2. Tap on Settings in the menu on the left side +1. Tap the **three-bar menu icon** at the top left corner of the app +2. Tap on **Settings** in the menu on the left side 3. Scroll to the Workspace subhead and click on Categories listed underneath the default policy -4. Add new categories by tapping the + button in the upper right corner. To delete a category, on iOS swipe left, on Android press and hold. Tap a category name to edit it. +4. Add new categories by tapping the **+** button in the upper right corner. To delete a category, on iOS swipe left, on Android press and hold. Tap a category name to edit it. ## Add sub-categories Sub-categories are useful when you want to be more specific, i.e. Travel could have a subcategory of airplane or lodging so the outcome would be Travel:airplane or Travel:lodging. + If you would like to create sub-categories under your category selection drop-down list, you can do so by adding a colon after the name of the desired category and then typing the sub-category (without spaces around the punctuation). # How to import Categories with an accounting integration connected If you connect Expensify to a direct integration such as QuickBooks Online, QuickBooks Desktop, Sage Intacct, Xero, or NetSuite, then Expensify automatically imports the general ledger parameters from your accounting system as Categories. When you first connect your accounting integration your categories will most likely be pulled from your chart of accounts, however this can vary depending on the account integration. -If you need to update your categories in Expensify, you will first need to update them in your accounting system, then sync the connection in Expensify by navigating to Settings > Workspace > Group > [Workspace Name] > Connection > Sync Now. +If you need to update your categories in Expensify, you will first need to update them in your accounting system, then sync the connection in Expensify by navigating to **Settings > Workspace > Group > [Workspace Name] > Connection > Sync Now**. Alternatively, if you update the category details in your accounting integration, be sure to sync the policy connection so that the updated information is available on the workspace. # Deep Dive @@ -63,16 +68,16 @@ If you're an admin using a workspace on a Control plan, you have the ability to These settings are valuable if you want to set a special limit for a certain category. e.g. Your default expense limit is $2500 but Entertainment has a limit of $150 per person, per day. You can also require or not require receipts, which is great for allowing things like Mileage or Per Diems to have no receipt. -To set up Category Rules, go to Settings > Workspace> Group > [Workspace Name] > Categories. +To set up Category Rules, go to **Settings > Workspace> Group > [Workspace Name] > Categories**. -Then, click Edit Rules next to the category name for which you'd like to define a rule. +Then, click **Edit Rules** next to the category name for which you'd like to define a rule. -- GL Code and Payroll Code: These are optional fields if these categories need to be associated with either of these codes in your accounting or payroll systems. GL code will be automatically populated if connecting to an accounting integration -- Max Amount: Allows you to set specific expense amount caps based on the expense category. Using Limit type, you can define this per individual expense, or per day (for expenses in a category on an expense report). -- Receipts: Allows you to decide whether you want to require receipts based on the category of the expense. For instance, it's common for companies to disable the receipt requirement for Toll expenses -- Description: Allows you to decide whether to require the description field to be filled out based on the category of the expense -- Description Hint: This allows you to place a hint in the description field. This will appear in light gray font on the expense edit screen in this field to prompt the expense creator to fill in the field accordingly. -- Rule Enforcement: If users are in violation of these rules, those violations will be shown in red on the report. Any category-specific violations will only be shown once a category has been selected for a given expense. +- **GL Code and Payroll Code**: These are optional fields if these categories need to be associated with either of these codes in your accounting or payroll systems. GL code will be automatically populated if connecting to an accounting integration +- **Max Amount**: Allows you to set specific expense amount caps based on the expense category. Using **Limit type**, you can define this **per individual expense**, or **per day** (for expenses in a category on an expense report). +- **Receipts**: Allows you to decide whether you want to require receipts based on the category of the expense. For instance, it's common for companies to disable the receipt requirement for Toll expenses +- **Description**: Allows you to decide whether to require the **description** field to be filled out based on the category of the expense +- **Description Hint**: This allows you to place a hint in the description field. This will appear in light gray font on the expense edit screen in this field to prompt the expense creator to fill in the field accordingly. +- **Rule Enforcement**: If users are in violation of these rules, those violations will be shown in red on the report. Any category-specific violations will only be shown once a category has been selected for a given expense. ## Make categories required @@ -94,19 +99,19 @@ The expense will route to this Category approver, before following the approval ## Auto-categorize card expenses with default categories -If you're importing card transactions, Default Categorization will provide a massive benefit to your company's workflow by automatically coding expenses to the proper GL. +If you're importing card transactions, **Default Categorization** will provide a massive benefit to your company's workflow by **automatically coding** expenses to the proper GL. - Once configured according to your GL, the default category will detect the type of merchant for an expense based on its Merchant Category Code (MCC) and associate that expense with the proper GL account. - This time-saver keeps employees from having to manually code expenses and provides admins with the peace of mind that the expenses coming in for approval are more reliably associated with the correct GL account. - Best of all, this works for personal and company cards alike! -Setting up Default Categories +## Setting up Default Categories -1. First, go to Settings and select the group Workspace that you want to configure -2. Go to the Categories tab and scroll down to Default Categories -3. Under the Category column, select the account that is most closely associated with the merchant group for all groups that apply to expenses that you and your coworkers submit. If you are unsure, just leave the group Uncategorized and the expense will not come in pre-categorized. +1. First, go to **Settings** and select the **group Workspace** that you want to configure. +2. Go to the **Categories** tab and scroll down to **Default Categories**. +3. Under the **Category** column, select the account that is most closely associated with the merchant group for all groups that apply to expenses that you and your coworkers submit. If you are unsure, just leave the group **Uncategorized** and the expense will not come in pre-categorized. 4. You're well on your way to expense automation freedom! -Default Categories based on specific MCC codes +## Default Categories based on specific MCC codes If you require more granular detail, the MCC Editor gives you even greater control over which MCC Codes are assigned to which Categories. The MCC Editor can be found just below the Default Categories table. @@ -115,7 +120,7 @@ Over time, Expensify will learn how you categorize certain merchants and then au - You can always change the category; we'll try to remember that correction for next time! - Any Expense Rules you have set up will always take precedence over implicit categories. -- Implicit categorization will only apply to expenses if you have not explicitly set a category already. Changing the category on one expense does not change it for any other expense that has an explicit category already assigned. +- Implicit categorization will **only** apply to expenses if you have **not** explicitly set a category already. Changing the category on one expense does not change it for any other expense that has an explicit category already assigned. This built-in feature will only use the categories from the currently active workspace on your account. You can change the active workspace by clicking your account icon in the app and selecting the correct workspace name before you SmartScan. @@ -126,7 +131,7 @@ Category violations can happen for the following reasons: - If you change your categories importing from an accounting integration, this can cause an old category to still be in use on an open report which would throw a violation on submission. Simply reselect a proper category to clear violation. -If Scheduled Submit is enabled on a workspace, expenses with cateegory violations will not be auto-submitted unless the expense has a comment added. +If Scheduled Submit is enabled on a workspace, expenses with category violations will not be auto-submitted unless the expense has a comment added. # FAQ @@ -134,4 +139,4 @@ If Scheduled Submit is enabled on a workspace, expenses with cateegory violation Its possible the employee is defaulted to their personal workspace so the expenses are not pulling the correct categories to choose from. Check to be sure the report is listed under the correct workspace by looking under the Details section on top right of report. ## Will the account numbers from our accounting system (QuickBooks Online, Sage Intacct, etc.) show in the Category list when employees are choosing what chart of accounts category to code their expense to? The GL account numbers will be visible in the policy settings when connected to a Control-level policy for Policy Admins to see. We do not provide this information in an employee-facing capacity because most employees do not have access to that information within the accounting integration. -If you wish to have this information available to your employees when they are categorizing their expenses, you can edit the account name in your accounting software to include the GL number — i.e. Accounts Payable - 12345 +If you wish to have this information available to your employees when they are categorizing their expenses, you can edit the account name in your accounting software to include the GL number — i.e. **Accounts Payable - 12345** From a7f4c4cc71415e7f3d2246b0ade3ca5001d75ffb Mon Sep 17 00:00:00 2001 From: Sara Jo Jacobson Date: Fri, 3 Nov 2023 11:15:37 -0500 Subject: [PATCH 03/34] Update docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md Co-authored-by: Rushat Gabhane --- .../workspace-and-domain-settings/Categories.md | 1 + 1 file changed, 1 insertion(+) diff --git a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md index d245ecfa2810..3fffec4ad1db 100644 --- a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md +++ b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md @@ -9,6 +9,7 @@ When reviewing this resource, be sure to take a look at the section that applies # How to use Categories - When using an accounting integration, categories are your chart of accounts/ show in expense claims/etc. - You can have different categories for different workspaces + # How to import Categories (no accounting integration connected) ## Add Categories via spreadsheet If you need to import multiple categories at once, you can upload a spreadsheet of these parameters directly to Expensify. From 006296b060f2054bb1861bef9d658c503413da73 Mon Sep 17 00:00:00 2001 From: Sara Jo Jacobson Date: Fri, 3 Nov 2023 11:15:50 -0500 Subject: [PATCH 04/34] Update docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md Co-authored-by: Rushat Gabhane --- .../workspace-and-domain-settings/Categories.md | 1 + 1 file changed, 1 insertion(+) diff --git a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md index 3fffec4ad1db..69309e4d3cb9 100644 --- a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md +++ b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md @@ -51,6 +51,7 @@ On mobile: 2. Tap on **Settings** in the menu on the left side 3. Scroll to the Workspace subhead and click on Categories listed underneath the default policy 4. Add new categories by tapping the **+** button in the upper right corner. To delete a category, on iOS swipe left, on Android press and hold. Tap a category name to edit it. + ## Add sub-categories Sub-categories are useful when you want to be more specific, i.e. Travel could have a subcategory of airplane or lodging so the outcome would be Travel:airplane or Travel:lodging. From 0cca6e8e8a4d49566921f99ad6bdc23ab71e1b40 Mon Sep 17 00:00:00 2001 From: Sara Jo Jacobson Date: Fri, 3 Nov 2023 11:16:00 -0500 Subject: [PATCH 05/34] Update docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md Co-authored-by: Rushat Gabhane --- .../workspace-and-domain-settings/Categories.md | 1 + 1 file changed, 1 insertion(+) diff --git a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md index 69309e4d3cb9..30b476e915b1 100644 --- a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md +++ b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md @@ -56,6 +56,7 @@ On mobile: Sub-categories are useful when you want to be more specific, i.e. Travel could have a subcategory of airplane or lodging so the outcome would be Travel:airplane or Travel:lodging. If you would like to create sub-categories under your category selection drop-down list, you can do so by adding a colon after the name of the desired category and then typing the sub-category (without spaces around the punctuation). + # How to import Categories with an accounting integration connected If you connect Expensify to a direct integration such as QuickBooks Online, QuickBooks Desktop, Sage Intacct, Xero, or NetSuite, then Expensify automatically imports the general ledger parameters from your accounting system as Categories. From b3183dc8f8d85f619cacad139e09a39a189f94ce Mon Sep 17 00:00:00 2001 From: Sara Jo Jacobson Date: Fri, 3 Nov 2023 11:16:09 -0500 Subject: [PATCH 06/34] Update docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md Co-authored-by: Rushat Gabhane --- .../workspace-and-domain-settings/Categories.md | 1 + 1 file changed, 1 insertion(+) diff --git a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md index 30b476e915b1..3b134a5881e1 100644 --- a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md +++ b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md @@ -65,6 +65,7 @@ When you first connect your accounting integration your categories will most lik If you need to update your categories in Expensify, you will first need to update them in your accounting system, then sync the connection in Expensify by navigating to **Settings > Workspace > Group > [Workspace Name] > Connection > Sync Now**. Alternatively, if you update the category details in your accounting integration, be sure to sync the policy connection so that the updated information is available on the workspace. + # Deep Dive ## Category-specific rules and description hints If you're an admin using a workspace on a Control plan, you have the ability to enable specific rules for each category. From a39712558484daa7189be9165f798d7500bc33a5 Mon Sep 17 00:00:00 2001 From: Sara Jo Jacobson Date: Fri, 3 Nov 2023 11:16:21 -0500 Subject: [PATCH 07/34] Update docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md Co-authored-by: Rushat Gabhane --- .../workspace-and-domain-settings/Categories.md | 1 + 1 file changed, 1 insertion(+) diff --git a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md index 3b134a5881e1..7c78f45273a4 100644 --- a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md +++ b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md @@ -11,6 +11,7 @@ When reviewing this resource, be sure to take a look at the section that applies - You can have different categories for different workspaces # How to import Categories (no accounting integration connected) + ## Add Categories via spreadsheet If you need to import multiple categories at once, you can upload a spreadsheet of these parameters directly to Expensify. From 13d1c0dae61321d5f7d01d29b215a14b4d465be6 Mon Sep 17 00:00:00 2001 From: Sara Jo Jacobson Date: Fri, 3 Nov 2023 11:18:24 -0500 Subject: [PATCH 08/34] Update Categories.md --- .../workspace-and-domain-settings/Categories.md | 2 ++ 1 file changed, 2 insertions(+) diff --git a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md index 7c78f45273a4..52f60c69d471 100644 --- a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md +++ b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md @@ -4,7 +4,9 @@ description: Categories are used to classify and organize expenses --- # Overview Categories are commonly used to classify and organize expenses for both personal finances and business accounting. + The way Categories function will vary depending on whether or not you connect Expensify to a direct account integration (i.e., QuickBooks Online, NetSuite, etc.). + When reviewing this resource, be sure to take a look at the section that applies to your account setup! # How to use Categories - When using an accounting integration, categories are your chart of accounts/ show in expense claims/etc. From 9d56293c41fd56a7d33cf15c1c2c9797e372712f Mon Sep 17 00:00:00 2001 From: Sara Jo Jacobson Date: Fri, 3 Nov 2023 11:27:46 -0500 Subject: [PATCH 09/34] Update Categories.md --- .../workspace-and-domain-settings/Categories.md | 8 ++++---- 1 file changed, 4 insertions(+), 4 deletions(-) diff --git a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md index 52f60c69d471..a0b9d7efb01d 100644 --- a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md +++ b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md @@ -39,14 +39,14 @@ Expensify supports the following file formats for uploading Categories in bulk: - XLS - XLSX -Once the spreadsheet is formatted, you can upload it to the workspace under **Settings > Workspace > Group > [Workspace Name] > Categories**. +Once the spreadsheet is formatted, you can upload it to the workspace under **Settings > Workspace > Group >** *[Workspace Name]* **> Categories**. From there, the updated Category list will show as available on all expenses submitted on the corresponding workspace. ## Manually add Categories If you need to add Categories to your workspace manually, you can follow the steps below. On web: -1. Navigate to **Settings > Workspace > Group/Individual > [Workspace Name] > Categories**. +1. Navigate to **Settings > Workspace > Group/Individual >** *[Workspace Name]* **> Categories**. 2. Add new categories under **Add a Category**. On mobile: @@ -65,7 +65,7 @@ If you connect Expensify to a direct integration such as QuickBooks Online, Quic When you first connect your accounting integration your categories will most likely be pulled from your chart of accounts, however this can vary depending on the account integration. -If you need to update your categories in Expensify, you will first need to update them in your accounting system, then sync the connection in Expensify by navigating to **Settings > Workspace > Group > [Workspace Name] > Connection > Sync Now**. +If you need to update your categories in Expensify, you will first need to update them in your accounting system, then sync the connection in Expensify by navigating to **Settings > Workspace > Group >** *[Workspace Name]* **> Connection > Sync Now**. Alternatively, if you update the category details in your accounting integration, be sure to sync the policy connection so that the updated information is available on the workspace. @@ -82,7 +82,7 @@ Then, click **Edit Rules** next to the category name for which you'd like to def - **GL Code and Payroll Code**: These are optional fields if these categories need to be associated with either of these codes in your accounting or payroll systems. GL code will be automatically populated if connecting to an accounting integration - **Max Amount**: Allows you to set specific expense amount caps based on the expense category. Using **Limit type**, you can define this **per individual expense**, or **per day** (for expenses in a category on an expense report). - **Receipts**: Allows you to decide whether you want to require receipts based on the category of the expense. For instance, it's common for companies to disable the receipt requirement for Toll expenses -- **Description**: Allows you to decide whether to require the **description** field to be filled out based on the category of the expense +- **Description**: Allows you to decide whether to require the description field to be filled out based on the category of the expense - **Description Hint**: This allows you to place a hint in the description field. This will appear in light gray font on the expense edit screen in this field to prompt the expense creator to fill in the field accordingly. - **Rule Enforcement**: If users are in violation of these rules, those violations will be shown in red on the report. Any category-specific violations will only be shown once a category has been selected for a given expense. From 9d3c720ab269546eccaf8c0eec99dc428556bbf1 Mon Sep 17 00:00:00 2001 From: Sara Jo Jacobson Date: Fri, 3 Nov 2023 11:59:49 -0500 Subject: [PATCH 10/34] Update Categories.md --- .../workspace-and-domain-settings/Categories.md | 8 ++++---- 1 file changed, 4 insertions(+), 4 deletions(-) diff --git a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md index a0b9d7efb01d..12c34fb39183 100644 --- a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md +++ b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md @@ -65,7 +65,7 @@ If you connect Expensify to a direct integration such as QuickBooks Online, Quic When you first connect your accounting integration your categories will most likely be pulled from your chart of accounts, however this can vary depending on the account integration. -If you need to update your categories in Expensify, you will first need to update them in your accounting system, then sync the connection in Expensify by navigating to **Settings > Workspace > Group >** *[Workspace Name]* **> Connection > Sync Now**. +If you need to update your categories in Expensify, you will first need to update them in your accounting system, then sync the connection in Expensify by navigating to **Settings > Workspace > Group >** _[Workspace Name]_ **> Connection > Sync Now**. Alternatively, if you update the category details in your accounting integration, be sure to sync the policy connection so that the updated information is available on the workspace. @@ -75,15 +75,15 @@ If you're an admin using a workspace on a Control plan, you have the ability to These settings are valuable if you want to set a special limit for a certain category. e.g. Your default expense limit is $2500 but Entertainment has a limit of $150 per person, per day. You can also require or not require receipts, which is great for allowing things like Mileage or Per Diems to have no receipt. -To set up Category Rules, go to **Settings > Workspace> Group > [Workspace Name] > Categories**. +To set up Category Rules, go to **Settings > Workspace> Group > _[Workspace Name]_ > Categories**. Then, click **Edit Rules** next to the category name for which you'd like to define a rule. - **GL Code and Payroll Code**: These are optional fields if these categories need to be associated with either of these codes in your accounting or payroll systems. GL code will be automatically populated if connecting to an accounting integration - **Max Amount**: Allows you to set specific expense amount caps based on the expense category. Using **Limit type**, you can define this **per individual expense**, or **per day** (for expenses in a category on an expense report). - **Receipts**: Allows you to decide whether you want to require receipts based on the category of the expense. For instance, it's common for companies to disable the receipt requirement for Toll expenses -- **Description**: Allows you to decide whether to require the description field to be filled out based on the category of the expense -- **Description Hint**: This allows you to place a hint in the description field. This will appear in light gray font on the expense edit screen in this field to prompt the expense creator to fill in the field accordingly. +- **Description**: Allows you to decide whether to require the `description` field to be filled out based on the category of the expense +- **Description Hint**: This allows you to place a hint in the `description` field. This will appear in light gray font on the expense edit screen in this field to prompt the expense creator to fill in the field accordingly. - **Rule Enforcement**: If users are in violation of these rules, those violations will be shown in red on the report. Any category-specific violations will only be shown once a category has been selected for a given expense. From 0cc8ddc8acc2d0ca03f60a247f6ac4bc1f95606a Mon Sep 17 00:00:00 2001 From: Sara Jo Jacobson Date: Fri, 3 Nov 2023 12:09:11 -0500 Subject: [PATCH 11/34] Update Categories.md --- .../workspace-and-domain-settings/Categories.md | 4 ++-- 1 file changed, 2 insertions(+), 2 deletions(-) diff --git a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md index 12c34fb39183..d63375558c65 100644 --- a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md +++ b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md @@ -75,7 +75,7 @@ If you're an admin using a workspace on a Control plan, you have the ability to These settings are valuable if you want to set a special limit for a certain category. e.g. Your default expense limit is $2500 but Entertainment has a limit of $150 per person, per day. You can also require or not require receipts, which is great for allowing things like Mileage or Per Diems to have no receipt. -To set up Category Rules, go to **Settings > Workspace> Group > _[Workspace Name]_ > Categories**. +To set up Category Rules, go to **Settings > Workspace> Group >** _[Workspace Name]_ **> Categories**. Then, click **Edit Rules** next to the category name for which you'd like to define a rule. @@ -99,7 +99,7 @@ Policy Admins can add additional approvers who must approve any expenses categor To configure category approvers: -1. Go to Settings > Workspace > Group > [Select Workspace] > Categories +1. Go to Settings > Workspace > Group > _[Select Workspace]_ > Categories 2. Click Edit Rules next to the category name that requires a category approver and use the "Approver" field The expense will route to this Category approver, before following the approval workflow set up in the People table From 916b627b696e6585d732608a5a8e42b32fa5154c Mon Sep 17 00:00:00 2001 From: Sara Jo Jacobson Date: Mon, 6 Nov 2023 14:42:35 -0600 Subject: [PATCH 12/34] Update docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md Co-authored-by: Monil Bhavsar --- .../workspace-and-domain-settings/Categories.md | 1 + 1 file changed, 1 insertion(+) diff --git a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md index d63375558c65..07dfdc10a14f 100644 --- a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md +++ b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md @@ -8,6 +8,7 @@ Categories are commonly used to classify and organize expenses for both personal The way Categories function will vary depending on whether or not you connect Expensify to a direct account integration (i.e., QuickBooks Online, NetSuite, etc.). When reviewing this resource, be sure to take a look at the section that applies to your account setup! + # How to use Categories - When using an accounting integration, categories are your chart of accounts/ show in expense claims/etc. - You can have different categories for different workspaces From ac384adce37a326ec480b2ccce9cb2b0b82cf655 Mon Sep 17 00:00:00 2001 From: Sara Jo Jacobson Date: Mon, 6 Nov 2023 14:42:44 -0600 Subject: [PATCH 13/34] Update docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md Co-authored-by: Monil Bhavsar --- .../workspace-and-domain-settings/Categories.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md index 07dfdc10a14f..b2575778f610 100644 --- a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md +++ b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md @@ -5,7 +5,7 @@ description: Categories are used to classify and organize expenses # Overview Categories are commonly used to classify and organize expenses for both personal finances and business accounting. -The way Categories function will vary depending on whether or not you connect Expensify to a direct account integration (i.e., QuickBooks Online, NetSuite, etc.). +The way Categories function will vary depending on whether or not you connect Expensify to a direct accounting integration (i.e., QuickBooks Online, NetSuite, etc.). When reviewing this resource, be sure to take a look at the section that applies to your account setup! From d700a329a879b8e5a9b57c7f6c226c6a21c28e9c Mon Sep 17 00:00:00 2001 From: Sara Jo Jacobson Date: Mon, 6 Nov 2023 14:43:06 -0600 Subject: [PATCH 14/34] Update docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md Co-authored-by: Monil Bhavsar --- .../workspace-and-domain-settings/Categories.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md index b2575778f610..ef4f4a8dcbf9 100644 --- a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md +++ b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md @@ -11,7 +11,7 @@ When reviewing this resource, be sure to take a look at the section that applies # How to use Categories - When using an accounting integration, categories are your chart of accounts/ show in expense claims/etc. -- You can have different categories for different workspaces +- You can have different categories for different workspaces. # How to import Categories (no accounting integration connected) From 11ed69dbd4a6c014e7e740e30849c2bd4a4d30f0 Mon Sep 17 00:00:00 2001 From: Sara Jo Jacobson Date: Mon, 6 Nov 2023 14:43:14 -0600 Subject: [PATCH 15/34] Update docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md Co-authored-by: Monil Bhavsar --- .../workspace-and-domain-settings/Categories.md | 1 + 1 file changed, 1 insertion(+) diff --git a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md index ef4f4a8dcbf9..8e583fbb93bb 100644 --- a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md +++ b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md @@ -43,6 +43,7 @@ Expensify supports the following file formats for uploading Categories in bulk: Once the spreadsheet is formatted, you can upload it to the workspace under **Settings > Workspace > Group >** *[Workspace Name]* **> Categories**. From there, the updated Category list will show as available on all expenses submitted on the corresponding workspace. + ## Manually add Categories If you need to add Categories to your workspace manually, you can follow the steps below. From c068e93b7e40c061aef688e480d6985cfad2bd48 Mon Sep 17 00:00:00 2001 From: Sara Jo Jacobson Date: Mon, 6 Nov 2023 14:43:26 -0600 Subject: [PATCH 16/34] Update docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md Co-authored-by: Monil Bhavsar --- .../workspace-and-domain-settings/Categories.md | 1 + 1 file changed, 1 insertion(+) diff --git a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md index 8e583fbb93bb..74535f15aefa 100644 --- a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md +++ b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md @@ -72,6 +72,7 @@ If you need to update your categories in Expensify, you will first need to updat Alternatively, if you update the category details in your accounting integration, be sure to sync the policy connection so that the updated information is available on the workspace. # Deep Dive + ## Category-specific rules and description hints If you're an admin using a workspace on a Control plan, you have the ability to enable specific rules for each category. From 84bdaab0fdb5b126aaabf271fef71e2c9340ba83 Mon Sep 17 00:00:00 2001 From: Sara Jo Jacobson Date: Mon, 6 Nov 2023 14:43:40 -0600 Subject: [PATCH 17/34] Update docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md Co-authored-by: Monil Bhavsar --- .../workspace-and-domain-settings/Categories.md | 1 + 1 file changed, 1 insertion(+) diff --git a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md index 74535f15aefa..9167f48606e7 100644 --- a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md +++ b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md @@ -92,6 +92,7 @@ Then, click **Edit Rules** next to the category name for which you'd like to def ## Make categories required This means all expenses must be coded with a Category. If they do not have a category, there will be a violation on the expense which can prevent submission. + ## Update Category rules via spreadsheet You can update Category rules en masse by exporting them to CSV, editing the spreadsheet, and then importing them back to the categories page. From 26e2964938b21247c24ee88a4009f85c171f94e4 Mon Sep 17 00:00:00 2001 From: Sara Jo Jacobson Date: Mon, 6 Nov 2023 14:43:54 -0600 Subject: [PATCH 18/34] Update docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md Co-authored-by: Monil Bhavsar --- .../workspace-and-domain-settings/Categories.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md index 9167f48606e7..c832348b1f9d 100644 --- a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md +++ b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md @@ -82,7 +82,7 @@ To set up Category Rules, go to **Settings > Workspace> Group >** _[Workspace Na Then, click **Edit Rules** next to the category name for which you'd like to define a rule. -- **GL Code and Payroll Code**: These are optional fields if these categories need to be associated with either of these codes in your accounting or payroll systems. GL code will be automatically populated if connecting to an accounting integration +- **GL Code and Payroll Code**: These are optional fields if these categories need to be associated with either of these codes in your accounting or payroll systems. GL code will be automatically populated if connecting to an accounting integration. - **Max Amount**: Allows you to set specific expense amount caps based on the expense category. Using **Limit type**, you can define this **per individual expense**, or **per day** (for expenses in a category on an expense report). - **Receipts**: Allows you to decide whether you want to require receipts based on the category of the expense. For instance, it's common for companies to disable the receipt requirement for Toll expenses - **Description**: Allows you to decide whether to require the `description` field to be filled out based on the category of the expense From 5a79170df7eb3204b10ddfd48e08691b35a8fed4 Mon Sep 17 00:00:00 2001 From: Sara Jo Jacobson Date: Mon, 6 Nov 2023 14:44:01 -0600 Subject: [PATCH 19/34] Update docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md Co-authored-by: Monil Bhavsar --- .../workspace-and-domain-settings/Categories.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md index c832348b1f9d..5bcbaae94d98 100644 --- a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md +++ b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md @@ -54,7 +54,7 @@ On web: On mobile: 1. Tap the **three-bar menu icon** at the top left corner of the app 2. Tap on **Settings** in the menu on the left side -3. Scroll to the Workspace subhead and click on Categories listed underneath the default policy +3. Scroll to the Workspace subhead and click on Categories listed underneath the default Workspace. 4. Add new categories by tapping the **+** button in the upper right corner. To delete a category, on iOS swipe left, on Android press and hold. Tap a category name to edit it. ## Add sub-categories From 4be1489ec0340c64d409d83720d7c61794b0bd7f Mon Sep 17 00:00:00 2001 From: Sara Jo Jacobson Date: Mon, 6 Nov 2023 14:44:09 -0600 Subject: [PATCH 20/34] Update docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md Co-authored-by: Monil Bhavsar --- .../workspace-and-domain-settings/Categories.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md index 5bcbaae94d98..c8bfee213698 100644 --- a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md +++ b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md @@ -52,7 +52,7 @@ On web: 2. Add new categories under **Add a Category**. On mobile: -1. Tap the **three-bar menu icon** at the top left corner of the app +1. Tap the **three-bar menu icon** at the top left corner of the app. 2. Tap on **Settings** in the menu on the left side 3. Scroll to the Workspace subhead and click on Categories listed underneath the default Workspace. 4. Add new categories by tapping the **+** button in the upper right corner. To delete a category, on iOS swipe left, on Android press and hold. Tap a category name to edit it. From 27f95776aab030d42d766c0ae6cd3b49c18d228a Mon Sep 17 00:00:00 2001 From: Sara Jo Jacobson Date: Mon, 6 Nov 2023 14:44:14 -0600 Subject: [PATCH 21/34] Update docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md Co-authored-by: Monil Bhavsar --- .../workspace-and-domain-settings/Categories.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md index c8bfee213698..a2fcb92adc03 100644 --- a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md +++ b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md @@ -53,7 +53,7 @@ On web: On mobile: 1. Tap the **three-bar menu icon** at the top left corner of the app. -2. Tap on **Settings** in the menu on the left side +2. Tap on **Settings** in the menu on the left side. 3. Scroll to the Workspace subhead and click on Categories listed underneath the default Workspace. 4. Add new categories by tapping the **+** button in the upper right corner. To delete a category, on iOS swipe left, on Android press and hold. Tap a category name to edit it. From cc933ddbe2056d33313e863e2d459447711c945c Mon Sep 17 00:00:00 2001 From: Sara Jo Jacobson Date: Mon, 6 Nov 2023 14:44:21 -0600 Subject: [PATCH 22/34] Update docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md Co-authored-by: Monil Bhavsar --- .../workspace-and-domain-settings/Categories.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md index a2fcb92adc03..837c8a34e98c 100644 --- a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md +++ b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md @@ -99,7 +99,7 @@ You can update Category rules en masse by exporting them to CSV, editing the spr This allows you to quickly add new categories and set GL codes, payroll codes, and description hints. This feature is only available for indirect integration setups. ## Category approvers -Policy Admins can add additional approvers who must approve any expenses categorized with a particular category. +Workspace admins can add additional approvers who must approve any expenses categorized with a particular category. To configure category approvers: From 968731d7a264895fad8cd36cbbb0564464a42187 Mon Sep 17 00:00:00 2001 From: Sara Jo Jacobson Date: Mon, 6 Nov 2023 14:44:27 -0600 Subject: [PATCH 23/34] Update docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md Co-authored-by: Monil Bhavsar --- .../workspace-and-domain-settings/Categories.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md index 837c8a34e98c..849a4537c837 100644 --- a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md +++ b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md @@ -69,7 +69,7 @@ When you first connect your accounting integration your categories will most lik If you need to update your categories in Expensify, you will first need to update them in your accounting system, then sync the connection in Expensify by navigating to **Settings > Workspace > Group >** _[Workspace Name]_ **> Connection > Sync Now**. -Alternatively, if you update the category details in your accounting integration, be sure to sync the policy connection so that the updated information is available on the workspace. +Alternatively, if you update the category details in your accounting integration, be sure to sync the workspace connection so that the updated information is available on the workspace. # Deep Dive From 08e9bff0812c18cbbc866c7ca1c0e94181aafdea Mon Sep 17 00:00:00 2001 From: Sara Jo Jacobson Date: Mon, 6 Nov 2023 14:44:40 -0600 Subject: [PATCH 24/34] Update docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md Co-authored-by: Monil Bhavsar --- .../workspace-and-domain-settings/Categories.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md index 849a4537c837..dbd9e366aa8c 100644 --- a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md +++ b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md @@ -84,7 +84,7 @@ Then, click **Edit Rules** next to the category name for which you'd like to def - **GL Code and Payroll Code**: These are optional fields if these categories need to be associated with either of these codes in your accounting or payroll systems. GL code will be automatically populated if connecting to an accounting integration. - **Max Amount**: Allows you to set specific expense amount caps based on the expense category. Using **Limit type**, you can define this **per individual expense**, or **per day** (for expenses in a category on an expense report). -- **Receipts**: Allows you to decide whether you want to require receipts based on the category of the expense. For instance, it's common for companies to disable the receipt requirement for Toll expenses +- **Receipts**: Allows you to decide whether you want to require receipts based on the category of the expense. For instance, it's common for companies to disable the receipt requirement for Toll expenses. - **Description**: Allows you to decide whether to require the `description` field to be filled out based on the category of the expense - **Description Hint**: This allows you to place a hint in the `description` field. This will appear in light gray font on the expense edit screen in this field to prompt the expense creator to fill in the field accordingly. - **Rule Enforcement**: If users are in violation of these rules, those violations will be shown in red on the report. Any category-specific violations will only be shown once a category has been selected for a given expense. From 6a13881b3a1cd27b04039ec86fcfd1bdb429a56a Mon Sep 17 00:00:00 2001 From: Sara Jo Jacobson Date: Mon, 6 Nov 2023 14:44:59 -0600 Subject: [PATCH 25/34] Update docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md Co-authored-by: Monil Bhavsar --- .../workspace-and-domain-settings/Categories.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md index dbd9e366aa8c..4f9ecc0a6b7c 100644 --- a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md +++ b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md @@ -85,7 +85,7 @@ Then, click **Edit Rules** next to the category name for which you'd like to def - **GL Code and Payroll Code**: These are optional fields if these categories need to be associated with either of these codes in your accounting or payroll systems. GL code will be automatically populated if connecting to an accounting integration. - **Max Amount**: Allows you to set specific expense amount caps based on the expense category. Using **Limit type**, you can define this **per individual expense**, or **per day** (for expenses in a category on an expense report). - **Receipts**: Allows you to decide whether you want to require receipts based on the category of the expense. For instance, it's common for companies to disable the receipt requirement for Toll expenses. -- **Description**: Allows you to decide whether to require the `description` field to be filled out based on the category of the expense +- **Description**: Allows you to decide whether to require the `description` field to be filled out based on the category of the expense. - **Description Hint**: This allows you to place a hint in the `description` field. This will appear in light gray font on the expense edit screen in this field to prompt the expense creator to fill in the field accordingly. - **Rule Enforcement**: If users are in violation of these rules, those violations will be shown in red on the report. Any category-specific violations will only be shown once a category has been selected for a given expense. From 60a3115c317857c2dcb5c50ceaf1bf494641df3a Mon Sep 17 00:00:00 2001 From: Sara Jo Jacobson Date: Mon, 6 Nov 2023 14:45:13 -0600 Subject: [PATCH 26/34] Update docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md Co-authored-by: Monil Bhavsar --- .../workspace-and-domain-settings/Categories.md | 1 - 1 file changed, 1 deletion(-) diff --git a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md index 4f9ecc0a6b7c..94736da4b719 100644 --- a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md +++ b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md @@ -89,7 +89,6 @@ Then, click **Edit Rules** next to the category name for which you'd like to def - **Description Hint**: This allows you to place a hint in the `description` field. This will appear in light gray font on the expense edit screen in this field to prompt the expense creator to fill in the field accordingly. - **Rule Enforcement**: If users are in violation of these rules, those violations will be shown in red on the report. Any category-specific violations will only be shown once a category has been selected for a given expense. - ## Make categories required This means all expenses must be coded with a Category. If they do not have a category, there will be a violation on the expense which can prevent submission. From 802f98304c70303bb16d165a6fbdf25aaecd03e2 Mon Sep 17 00:00:00 2001 From: Sara Jo Jacobson Date: Mon, 6 Nov 2023 14:45:28 -0600 Subject: [PATCH 27/34] Update docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md Co-authored-by: Monil Bhavsar --- .../workspace-and-domain-settings/Categories.md | 1 + 1 file changed, 1 insertion(+) diff --git a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md index 94736da4b719..bc941eb90f1d 100644 --- a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md +++ b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md @@ -92,6 +92,7 @@ Then, click **Edit Rules** next to the category name for which you'd like to def ## Make categories required This means all expenses must be coded with a Category. If they do not have a category, there will be a violation on the expense which can prevent submission. + ## Update Category rules via spreadsheet You can update Category rules en masse by exporting them to CSV, editing the spreadsheet, and then importing them back to the categories page. From ad1b6986d8f63e3ad7175a155fa5574ffc82de71 Mon Sep 17 00:00:00 2001 From: Sara Jo Jacobson Date: Mon, 6 Nov 2023 14:45:41 -0600 Subject: [PATCH 28/34] Update docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md Co-authored-by: Monil Bhavsar --- .../workspace-and-domain-settings/Categories.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md index bc941eb90f1d..8a9b49074e0a 100644 --- a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md +++ b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md @@ -138,7 +138,7 @@ This built-in feature will only use the categories from the currently active wor ## Category violations Category violations can happen for the following reasons: -- An employee categorized an expense with a category not included in the workspace's categories. This would throw a "category out of workspace" violation +- An employee categorized an expense with a category not included in the workspace's categories. This would throw a "category out of workspace" violation. - If you change your categories importing from an accounting integration, this can cause an old category to still be in use on an open report which would throw a violation on submission. Simply reselect a proper category to clear violation. From 342da0a59f234744baea91a90c696ec8da3528af Mon Sep 17 00:00:00 2001 From: Sara Jo Jacobson Date: Mon, 6 Nov 2023 14:45:51 -0600 Subject: [PATCH 29/34] Update docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md Co-authored-by: Monil Bhavsar --- .../workspace-and-domain-settings/Categories.md | 1 - 1 file changed, 1 deletion(-) diff --git a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md index 8a9b49074e0a..7e2ee28a0ddb 100644 --- a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md +++ b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md @@ -141,7 +141,6 @@ Category violations can happen for the following reasons: - An employee categorized an expense with a category not included in the workspace's categories. This would throw a "category out of workspace" violation. - If you change your categories importing from an accounting integration, this can cause an old category to still be in use on an open report which would throw a violation on submission. Simply reselect a proper category to clear violation. - If Scheduled Submit is enabled on a workspace, expenses with category violations will not be auto-submitted unless the expense has a comment added. From 8708ac18bcce86e4b7449040fe6dd4120e6e9fc2 Mon Sep 17 00:00:00 2001 From: Sara Jo Jacobson Date: Mon, 6 Nov 2023 14:46:02 -0600 Subject: [PATCH 30/34] Update docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md Co-authored-by: Monil Bhavsar --- .../workspace-and-domain-settings/Categories.md | 1 - 1 file changed, 1 deletion(-) diff --git a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md index 7e2ee28a0ddb..ca0a45dc47b6 100644 --- a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md +++ b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md @@ -143,7 +143,6 @@ Category violations can happen for the following reasons: If Scheduled Submit is enabled on a workspace, expenses with category violations will not be auto-submitted unless the expense has a comment added. - # FAQ ## The correct category list isn't showing when one of my employees is categorizing their expenses. Why is this happening? Its possible the employee is defaulted to their personal workspace so the expenses are not pulling the correct categories to choose from. Check to be sure the report is listed under the correct workspace by looking under the Details section on top right of report. From c0a34d0ba984081dc0205304bb7caeaffd73af5b Mon Sep 17 00:00:00 2001 From: Sara Jo Jacobson Date: Mon, 6 Nov 2023 14:46:15 -0600 Subject: [PATCH 31/34] Update docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md Co-authored-by: Monil Bhavsar --- .../workspace-and-domain-settings/Categories.md | 1 + 1 file changed, 1 insertion(+) diff --git a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md index ca0a45dc47b6..70ba6ce81796 100644 --- a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md +++ b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md @@ -144,6 +144,7 @@ Category violations can happen for the following reasons: If Scheduled Submit is enabled on a workspace, expenses with category violations will not be auto-submitted unless the expense has a comment added. # FAQ + ## The correct category list isn't showing when one of my employees is categorizing their expenses. Why is this happening? Its possible the employee is defaulted to their personal workspace so the expenses are not pulling the correct categories to choose from. Check to be sure the report is listed under the correct workspace by looking under the Details section on top right of report. ## Will the account numbers from our accounting system (QuickBooks Online, Sage Intacct, etc.) show in the Category list when employees are choosing what chart of accounts category to code their expense to? From 74b92824d2216ff22ec2f44cbe68f9364891c0af Mon Sep 17 00:00:00 2001 From: Sara Jo Jacobson Date: Mon, 6 Nov 2023 14:46:27 -0600 Subject: [PATCH 32/34] Update docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md Co-authored-by: Monil Bhavsar --- .../workspace-and-domain-settings/Categories.md | 1 + 1 file changed, 1 insertion(+) diff --git a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md index 70ba6ce81796..fcc78362fb9b 100644 --- a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md +++ b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md @@ -147,6 +147,7 @@ If Scheduled Submit is enabled on a workspace, expenses with category violations ## The correct category list isn't showing when one of my employees is categorizing their expenses. Why is this happening? Its possible the employee is defaulted to their personal workspace so the expenses are not pulling the correct categories to choose from. Check to be sure the report is listed under the correct workspace by looking under the Details section on top right of report. + ## Will the account numbers from our accounting system (QuickBooks Online, Sage Intacct, etc.) show in the Category list when employees are choosing what chart of accounts category to code their expense to? The GL account numbers will be visible in the policy settings when connected to a Control-level policy for Policy Admins to see. We do not provide this information in an employee-facing capacity because most employees do not have access to that information within the accounting integration. If you wish to have this information available to your employees when they are categorizing their expenses, you can edit the account name in your accounting software to include the GL number — i.e. **Accounts Payable - 12345** From 61b15f5ba1a6acde382a9c709e4f7aac66285860 Mon Sep 17 00:00:00 2001 From: Sara Jo Jacobson Date: Mon, 6 Nov 2023 14:46:40 -0600 Subject: [PATCH 33/34] Update docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md Co-authored-by: Monil Bhavsar --- .../workspace-and-domain-settings/Categories.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md index fcc78362fb9b..62b50eff4de5 100644 --- a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md +++ b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md @@ -146,7 +146,7 @@ If Scheduled Submit is enabled on a workspace, expenses with category violations # FAQ ## The correct category list isn't showing when one of my employees is categorizing their expenses. Why is this happening? -Its possible the employee is defaulted to their personal workspace so the expenses are not pulling the correct categories to choose from. Check to be sure the report is listed under the correct workspace by looking under the Details section on top right of report. +Its possible the employee is defaulted to their personal workspace so the expenses are not pulling the correct categories to choose from. Check to be sure the report is listed under the correct workspace by looking under the details section on top right of report. ## Will the account numbers from our accounting system (QuickBooks Online, Sage Intacct, etc.) show in the Category list when employees are choosing what chart of accounts category to code their expense to? The GL account numbers will be visible in the policy settings when connected to a Control-level policy for Policy Admins to see. We do not provide this information in an employee-facing capacity because most employees do not have access to that information within the accounting integration. From 798e11b081d5f2c5e8f5f4663282df5cbde7a7b0 Mon Sep 17 00:00:00 2001 From: Sara Jo Jacobson Date: Mon, 6 Nov 2023 14:46:54 -0600 Subject: [PATCH 34/34] Update docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md Co-authored-by: Monil Bhavsar --- .../workspace-and-domain-settings/Categories.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md index 62b50eff4de5..783bd50f17a3 100644 --- a/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md +++ b/docs/articles/expensify-classic/workspace-and-domain-settings/Categories.md @@ -149,5 +149,5 @@ If Scheduled Submit is enabled on a workspace, expenses with category violations Its possible the employee is defaulted to their personal workspace so the expenses are not pulling the correct categories to choose from. Check to be sure the report is listed under the correct workspace by looking under the details section on top right of report. ## Will the account numbers from our accounting system (QuickBooks Online, Sage Intacct, etc.) show in the Category list when employees are choosing what chart of accounts category to code their expense to? -The GL account numbers will be visible in the policy settings when connected to a Control-level policy for Policy Admins to see. We do not provide this information in an employee-facing capacity because most employees do not have access to that information within the accounting integration. +The GL account numbers will be visible in the workspace settings when connected to a Control-level workspace for workspace admins to see. We do not provide this information in an employee-facing capacity because most employees do not have access to that information within the accounting integration. If you wish to have this information available to your employees when they are categorizing their expenses, you can edit the account name in your accounting software to include the GL number — i.e. **Accounts Payable - 12345**