Expense categories (form)

Article
05/05/2014

Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012

Click Travel and expense > Setup > Travel and expense entry > Expense categories.

Use this form to create categories that can be used in expense reports.

Tasks that use this form

Create expense categories

Navigating the form

The following tables provide descriptions for the controls in this form.

Tabs

Tab	Description
Overview	View or create an expense category.
Project	View project category information. This tab is available only if you select the Use in Project check box.
Cost accounts	View or select a cost price account to apply the expense category to. This tab is available only if you select the Use in Project check box.
Revenue accounts	View or select sales price account to apply the expense category to. This tab is available only if you select the Use in Project check box.
General	View or edit information about the selected expense category.
Allowed payment methods	View the payment methods that are enabled for the selected expense category.
Subcategories	Create subcategories for the selected expense category. When you add subcategories, employees are required to enter more detailed information about expense reports.

Buttons

Button	Description
Transactions	View the transactions that are related to the selected category. This button is available only if the expense category is linked to a project.
Setup	Open the following submenu items: Workers – Maintain a list of employees who are authorized to use the category. Projects – Maintain a list of projects that are available for the category. Cost price - hour, Cost price - expense – Set up a cost price for hour and expense categories. Sales price - hour, Sales price - expenses, Sales price - fee, Sales price - subscription – Set up a sales price for hour, expense, fee, and subscription categories. Service subscriptions – Set up subscriptions that are attached to the selected subscription category. Line property setup – Set up a line property for the category. Note You cannot attach a line property to a subscription category because line properties are not used for subscription transactions. Ledger posting – Set up ledger posting by category. This button is available only if the expense category is linked to a project.
Function	Open the following submenu items: Create subscription fee – Create subscription transactions for the selected subscription category. Index subscription – Update the index/base price for subscriptions that have the selected fee category attached to them. Accrue subscription – Accrue revenue for subscription transactions that are attached to the selected expense category. This button is available only if the expense category is linked to a project.
Inquiry	Open the Committed cost form. This button is available only if the expense category is linked to a project.
Forecast	Select all rows in a forecast that include the specified category and copy or delete those rows, or transfer them to the general ledger. This button is available only if you select the Use in Project check box.
Project control	View the project control forms to gather and export data to a Microsoft Excel worksheet. This button is available only if the expense category is linked to a project.
Mileage rate tiers	Open the Mileage rate tiers form. This button is available only when the selected category has a mileage expense type.

Fields

Field	Description
Category ID	Enter a unique name for the expense category.
Category name	Enter a descriptive name for the expense category.
Use in Project	Select this check box if the expense category will be used to track expenses in the Project module.
Expense type	Select the category expense type.
Default payment method	Select the default payment method for the expense category.
Item sales tax group	Select the item sales tax group for the expense category.
Category group	View the category group of the expense category. This field is available only if the expense category is linked to a project.
Transaction type	View the transaction type of the expense category. This field is available only if the expense category is linked to a project.
Worker	View or select whether employee identification should be displayed on the expense transactions. This field is available only if the expense category is linked to a project.
Estimate	Select this check box to indicate that this expense category can be used in estimates. This field is available only if the expense category is linked to a project.
Subscription	Select this check box to indicate that this expense category can be used in subscriptions. This field is available only if the expense category is linked to a project.
Active in journals	Select this check box to indicate that this expense category is available for posting in journals. This field is available only if the expense category is linked to a project.
Default	View or select the default line property that the expense transaction is attached to. This field is available only if the expense category is linked to a project.
Cost	View or select the Profit & Loss account to post charges to. This field is available only if the expense category is linked to a project.
Payroll allocation	View or select the Profit & Loss account to credit payroll costs to. This field is available only if the expense category is linked to a project.
WIP - cost value	View or select the account in the balance sheet to charge when costs are capitalized. This field is available only if the expense category is linked to a project.
Cost - item	View or select the account in the balance sheet to charge when items are capitalized. This field is available only if the expense category is linked to a project.
WIP - cost value - item	View or select the Profit & Loss account to credit item costs to when you are using periodic posting. This field is available only if the expense category is linked to a project.
Accrued loss	View or select the account number that will be used when you post to the general ledger. This field is available only if the expense category is linked to a project.
WIP - accrued loss	View or select the account number that will be used when you post to the general ledger. This field is available only if the expense category is linked to a project.
Invoiced revenue	View or select the Profit & Loss account to credit invoices to.
Accrued revenue - sales value	View or select the Profit & Loss account to credit the sales value of the accrued revenue to. This field is available only if the expense category is linked to a project.
WIP - sales value	View or select the account in the balance sheet to charge the sales value of the accrued revenue to. This field is available only if the expense category is linked to a project.
Accrued revenue - production	View or select the account number that will be used when you post to the general ledger. This field is available only if the expense category is linked to a project.
WIP - production	View or select the account number that will be used when you post to the general ledger. This field is available only if the expense category is linked to a project.
Accrued revenue - profit	View or select the account number that will be used when you post to the general ledger. This field is available only if the expense category is linked to a project.
WIP - profit	View or select the account number that will be used when you post to the general ledger. This field is available only if the expense category is linked to a project.
Accrued revenue - subscription	View or select the Profit & Loss account to credit accrued subscriptions to. This field is available only if the expense category is linked to a project.
WIP - subscription	View or select the account in the balance sheet to charge accrued subscriptions to. This field is available only if the expense category is linked to a project.
Expense category	View the name of the expense category.
Description	Enter a brief description of the expense category.
Allow cost split	Select this check box to allow the expenses of this category to be split and paid by more than one source.
Account number	Select the account number from the chart of accounts.
Statistics group	Select the statistics group that the expense category is related to.
Use currency when posting	Select this check box to use the company currency when you post this kind of expense.
Inactive (On the Expense FastTab)	Select this check box to inactivate the selected expense category. Subcategories for the inactivated expense category will remain active. Note This control is available only if Microsoft Dynamics AX 2012 R2 or AX 2012 R3 is installed.
Is Default	Select this check box if the payment method will be the default method for this expense category.
Payment method	View or select the payment method for the selected expense category.
Expense subcategory name	View or enter the name of the expense subcategory. This name should correlate with the expense category that it is attached to. For example, if the main category is Car rental, the subcategory name could be Fuel charge.
Description	View or enter a brief description of the subcategory.
Account	View or select the account that is associated with this expense subcategory. The expense subcategory account should match the account of the category that it is attached to.
Inactive (On the Subcategories FastTab)	Select this check box to inactivate the selected expense subcategories. Note This control is available only if Microsoft Dynamics AX 2012 R2 or AX 2012 R3 is installed.

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