Categories are one of the most important fields to set up before starting doing your expenses with SRXP. Those categories are selectable on expense level for your users so that they can connect costs to certain types of costs.
When you start using SRXP, your account will be setup. But it is import to know how to manage the categories by yourself. In this article we explain the information shown at 'Categories' at the Admin Panel (gear icon).
The information shown on this screenshot differs from the information shown in your account. The categories is basically your G/L scheme, this means that the information is always based on the settings of your export system (financial system or HR/payroll system)
- ‘Code’ is used to connect the category to a G/L account in your financial system or to a salary component in your payroll system. This code is not visible for employees that upload expenses but will be visible for users that export expenses so that they are able to see this when they change the category of a certain expense before exporting it to the financial or payroll software.
- ‘Category’ is the name of the category that is shown in the drop down list that the users see when they upload an expense. We strongly advise you to try and come up with categories that represent real-world terms. This way, everyone understands the category.
- ‘Description’ is used to give more explanation to the user after he or she selected it. So, for example, whenever someone selected the category ‘train tickets’ the description will be available next to an ‘i’ icon in the next page.
- ‘Valid for’ gives you the opportunity to connect a category to a certain expense type. This expense type can either be:
‘Receipt’: a user needs to upload a receipt,
'Mileage’: users calculate their route through our Google Maps integration,
‘Timesheet’: users need to enter the time they worked on something,
'Per Diem': users request a fixed allowance per day,
‘Duty’: users can enter an amount that needs to be paid to them because of a certain duty they fulfilled.
- ‘Travel allowance’ is only available when you made a certain category valid for ‘Mileage’ and there you can enter the amount /km or /mi that a certain user receives when uploading a mileage expense with that particular category. You can also enter a ‘taxed amount’ so that this amount can be split up in ‘taxed’ and ‘untaxed’ part and booked on different codes. The ‘taxed code’ is normally then also used to state the code that is used to book the taxed part on. The allowance is always in EUR.
- ‘WKR group’ is a way to connect your category to a standard WKR (Werkkostenregeling, Dutch tax compliance) category so that you can easily see how much money you spend on ‘Free space’. This field is not visible for the employee when uploading an expense.
- ‘Free field C1’ Is used to connect that certain category to another value that you want to export later on when connecting SRXP with your back office.
In this article you can read how to create, edit or import categories in your SRXP account.
*VAT Category' shown on the screenshot, will be explained in another article about the VAT reclaim.