How to add an Expense Code

This article explains the process of adding an expense code for use with the detailed expenses functionality. If you will not be using the detailed expenses functionality then please feel free to move on to the next article.

To enter your expense code, navigate to the ‘Reference Data’ menu and then ‘Expense Code Entry’.

Here you will see a list of all expense codes currently set up within the Etz system. If you have a large number of codes, the keyword search can be used to help you locate the code you are looking for.

To add a new Expense Code, click the ‘Add new expense code’ button located at the bottom.

The first field, ‘Description’, is used for naming the expense code, for example - ‘Mileage’.

The ‘Pay Code’, ‘Bill Code’, ‘Nominal code pay’ and ‘Nominal code bill’ fields are the same as defined within the rate code entry section. The pay and bill codes are for linking to a CRM system if you are importing into the etz system. The pay and bill nominal code fields are used for the codes within your accounts package and are used when exporting to your accounts package.

The ‘Short Description’ can be used to define a short four letter descriptive code for this expense code, which will appear on the invoice when raised. For example, ‘MILE’ for an expense code detailing mileage.

The last field of note is the ‘Apply Sales TAX’ tick box. If ticked, tax will be applied to items connected to this expense code.