Expense settings control editable dates, project requirements, and account-level receipt storage information.
Open Expense settings #
Browse to Admin System Preferences Settings Expense.
Notice: The Expense Tracking module and system administration access are required. The Expense tab appears only when it is available to your account and role.
Open the expense settings #
Open Admin, System, then the Expense settings tab.
Set editable date limits #
Use the date controls to:
- limit the range of dates when users may record expenses,
- and prevent edits on or before a last editable date.
Review draft, submitted, rejected, and approved reports before moving a lock forward.
Decide when expenses require a project #
Select the rule that matches your reporting and billing process:
- a project is not required,
- a project is required only when the expense is billable,
- or a project is required for every expense.
Confirm that employees can access the required projects before enforcing a stricter rule.
For example, an organization can require projects only for billable expenses so client costs are always connected to the correct work, while internal and nonbillable expenses can be entered without a project.
Review receipt storage #
The settings page shows how much space the organization's expense receipts use. Export receipts and follow your organization's retention policy when you need to free storage or archive older files.
Change date locks safely #
- Review affected expense reports and items.
- Tell employees and approvers when the policy will change.
- Set the date or range.
- Select Save.
- Test one locked date and one current editable date.