Expenses Users

Expenses Users allows you to view each of the users within your expenses system and configure the necessary details for them to begin submitting expenses.

Click Expenses Users. This opens a list of every user registered to your expenses system.

If there is an icon in the Info column, this indicates there is some missing information in that user’s profile.
Right-click a user, or left-click a user and click the menu icon , then click Manage Expenses User to edit their details. This opens the Manage Expense User window.
In the top half of the Identification section, the only field which is always editable is the Mobile field. Enter a mobile number for the user if you wish. If possible, you may also edit the name and email fields, though these fields may be locked.
In the bottom half of the Identification section, the four editable fields are Approval Group, Costing Method, Base Currency and Allow Multi-Currency.
Select an approval group from the drop-down menu. A user must be assigned an approval group to be able to submit expense reports.
Tick or untick the boxes to enable or disable each costing method for this user when they are creating expense items. At least one costing method must be enabled. Note that the Contract, Asset and Job Card costing methods will only be visible here if their respective parameters are enabled in Expense Parameters.
Select a base currency from the drop-down menu. This will be the default currency for any expense claim items created by this user.
Tick the Allow Multi-Currency box if you wish to enable the user to select a different currency than their base currency when creating expense claim items.
In the Organisational Grouping section, the only fields which may be editable are Location, Department and Payroll Type. If they are editable, select an option for each from the drop-down menus. Assigning users to locations and departments is useful for adding restrictions to expense policies (see Applying Expense Polices to Specific Users).
Finally, if you are paying via Expenses, the Payment section will be available in the bottom-right. Use these fields to setup payments for this employee. These fields update the COINS ERP+ Expense employee fields.
Click to save your changes.