Expense categories (form) [AX 2012]

Updated: August 7, 2012

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.

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

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.

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.

    NoteNote

    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.

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.

NoteNote

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.

NoteNote

This control is available only if Microsoft Dynamics AX 2012 R2 or AX 2012 R3 is installed.


Announcements: To see known issues and recent fixes, use Issue search in Microsoft Dynamics Lifecycle Services (LCS).

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