Audience: Neo1 Admins


Purpose

Expense Types - This is selected within the creation of an expense line to document what type of expense was incurred. When mapped, this selection will automate the Account/PL/Nominal Code assignment. 
As an example, selecting the expense type "Accommodation" would automate the assignment of the Hotel/Travel account code from your finance tool.



Overview


Mapping Expense types

Once you have loaded your Chart of Accounts segment (via integrated or manual load), you are now ready to map your expense types 


Step 1: Click on Settings

Step 2: Click on Expense types



Step 3: You will find that Neo1 has a library of default expense types. You will begin your mapping by clicking Edit (pencil icon) to the far right of the expense type name


Step 4: Within the expense type edit window, you will have the option to complete the following: 

  • Rename the expense type (to align with your internal naming conventions)
  • Assign a tax code (as applicable)
  • Determine whether the expense type should be active 
  • Assign default coding segments
    • This is where you will default the appropriate account/PL/nominal code to align with your financial tool. 
    • Additional default segment coding can be applied as applicable (i.e. you can assign a certain client or department as the default for this expense type. It can be changed by the submitting user, as necessary).  


Step 5: When you are done mapping the expense type then click on Save



Step 6: You will complete this mapping for all expense types that you wish to use within your spend setup. You can select the next Expense type to edit on the left hand-side.




Tip: To avoid confusion, be sure to deactivate any expense types you are not using.

Check your default coding source

Once all expense types are mapped, you can ensure that this mapping is defaulted when an expense type is selected in a spend submission by revisiting your Chart of Accounts/Account Code segment


Step 1: Click on Settings

Step 2: Click on Accounting

Step 3: Click on Edit (pencil icon) on segment line where your Chart of Accounts is saved



Step 4: Then select Expense type as a default coding source.

Step 5: Click on Confirm to save this change




Next Steps:  
Setting Mileage Rates (optional)
Setting Spend Policy (optional)
Connecting Corporate Cards (if applicable)