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Create a new expense category

Goal​

Add an expense category that employees can select when submitting expenses, with a posting rule that maps it to the correct GL account.

Before you start​

  • At least one Posting Group must exist with the GL account you want to use - configure this in Posting Groups setup before creating the category
  • Decide whether the category needs guest tracking, project requirement, or domestic-only rules

Steps​

1. Create the category​

  1. From Truvio Expense Management - Overview, select Expense Categories → New
  2. Fill in the general fields:
    • Code - short identifier (e.g. MEALS, HOTEL)
    • Description - what employees see in the portal and app
    • Sort Order - leave at 0 for alphabetical, or enter a number to control position in the list
  3. Enable optional flags if needed:
    • Input Guests - allows employees to enter guest names on this category
    • Guests Mandatory - requires guest names before the expense can be submitted
    • Project Mandatory - requires a project to be selected

2. Add a posting setup​

Every category needs at least one posting setup to define the GL account.

  1. In the Posting Setup section, click New
  2. Select the Posting Group that contains the GL accounts for this category
  3. Set Use as Default if this should be the fallback rule
  4. Optionally restrict the rule using criteria:
    • Domestic - only applies when the expense country matches the company's home country
    • Region Codes - only applies to specific regions
    • With Guests - only applies when guest information is present
    • Has Project - only applies when a project is linked

Multiple posting setups on the same category allow one category to post to different GL accounts depending on the expense details.

3. Restrict visibility if needed​

New categories are visible to all employees by default. If the category should only apply to certain groups, hide it on the profiles that should not see it:

  1. Open Employee Profiles
  2. For each profile that should not have access to this category, find the category line and enable Hide

Only do this for profiles where the category is irrelevant - leave all other profiles unchanged.

What to check​

  • Submit a test expense using the new category and confirm the GL entry debits the expected account
  • Confirm the category appears in the portal for a test employee using the relevant profile