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manage settings related to expense entry like email alerts, receipt uploads, and invoicing |
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This form is reached from the Administration Tab | Setup | System Settings | Cost tab and clicking Edit.
Permissions and Settings
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| Setting | Description |
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| Lock receipts on approved expenses | When an expense has completed Workflow Approval. This option is only available if enable locking on both Approve to Pay and Approve to Invoice. |
| Lock receipts on approved to pay expenses | When an expense has been Approved to Pay |
| Lock receipts on approved to invoice expenses | When an expense has been marked Approved to Invoice |
Enable Value Dependent Receipt Requirement
Expense types are able to be configured to require receipts when they exceed a pre-defined amount. Tick the checkbox for "Enable Value Dependent Receipt Requirement" from the Edit Cost Tab to enable this setting.
There are two options to choose from: by expense type or for all expenses.
By Expense Type
Choose this option if you want to enable the value dependent receipt requirement by expense type. You can set a default value, which will be inherited for any newly created expense type. The info icon/tooltip furthers explains that existing expense types that require a receipt will be set to zero installation base currency. Existing expense types that do not require a receipt will be set to the default value once checked.
When you navigate to the Edit Expense Type Dialog, the checkbox for "Require Receipts or Notes on Expense Reports" will show a value input and currency selector. You are able to change the value. The "set default value" is meant to be just a starting point for you.
For All Expenses
Choose this option if you want to enable the value dependent receipt requirement for all expenses. A popup message will ask 'are you sure'? This option will update all existing expense types and future expense types that you create to require a receipt when they exceed the pre-defined amount you set. You are asked to set that pre-defined value on the same screen.
When you navigate to the Edit Expense Type Dialog, the checkbox for "Require Receipts or Notes on Expense Reports" will show a disabled value input and currency selector. The info icon/tooltip explains that the installation is set to require receipts for all expenses. Go to System Settings to change this behavior.
Expense Entry
These settings affect expense entry for your resources.
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When a resource enters an expense in a foreign currency they expect to be reimbursed in their own currency. For example, if I spend €100, I expect to get $125USD back. The conversion rate is 1.25. This conversion rate can be specified in one of three ways in Projector. One of these three ways is by pulling a spot rate from XE.com. For a full description of the three methods available please see the FX Rates, Expenses, Invoicing, and Reports help page.
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