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Customization & Preferences

Can I change the export format?

This article provides insights on Expensya's versatile data export options - from standard Excel and PDF exports to other formats such as Cegid, Sage, Quadratus, and SAP. Further, it covers the seamless automation for these integrations and the possibility of personalized export options according to specific needs and licensing details. Contact information is given if further information or a quote is needed.

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How to create a category and configure my chart of accounts?

The article details the process of creating and managing expense categories in Expensya, a key aspect in organizing and assimilating financial transactions. It provides illustrations on creating a category, configuring associated accounts, and customizing expense forms for enhanced management. It mentions essential details like rendering receipts mandatory or hiding VAT, among others.

Updated by Rim Ferchichi

Customize the expense form fields

This tutorial provides comprehensive guidance to Enterprise Administrators on how to customize the fields of an expense form in Expensya. Post that, it demonstrates modification of a category by changing its icon or label and setting parameters that better cater to their needs. Additionally, it sheds light on adding predefined categories to ease usage. The instructions aim to enhance the user's control over the expense form fields by offering a more personalized experience tailored to their unique business needs.

Updated by Malika Maachaoui

Customize category recognition for fast scan

The article offers step-by-step instructions to guide account administrators on configuring intelligent category recognition in Expensya. It highlights the practical usage of the feature through the example of creating a 'Transport' category encompassing various expenses such as bus, taxi, metro, and train. The smart recognition feature of Expensya can automatically associate such expenses to the designated category. The process involves creating or editing an existing category, configuring its parameters and ensuring all relevant predefined categories in Expensya are correctly linked, ultimately saving the settings.

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Change my offer

This article provides a simplified, step-by-step guide to help users update their subscription offers in Expensya. The users can choose a suitable subscription plan and decide on a payment frequency that suits their need. The auto-renewal feature is automatically activated, and information is provided on how to deactivate it.

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How to deactivate compensation for mileage?

This article provides clear instructions on how to disable the automatic compensation feature for mileage allowances in Expensya, targeted at company administrators. The option, when enabled, modifies the value of future mileage expenses to balance any overpayment or underpayment made before a change in scale. This might result in some mileage expenses showing a zero-reimbursement value but ensures annual consistency. The guide leads users through the process of unchecking the relevant box to turn off this feature.

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Grant or receive an access delegation on Expensya

The article provides a comprehensive guide on how to use the access delegation feature in Expensya, which allows users to grant or receive access rights to another account irrespective of their roles. Detailed steps are provided on how to allow access to your account and how to gain access to another account on both the website and the mobile app. It also includes a section on how to delete delegated access.

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Customize Mileage Rates

The article is a comprehensive guide on how Expensya's administrators can add specific mileage reimbursement rates for certain users, projects, and custom field values, in addition to the standard rate applied by the company. It includes detailed steps on activating this feature, configuring it, assigning the rate to a user, multiple users, a project, a custom field value, and finally, how to delete a created rate.

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Absence management

The article provides a thorough guide on how to import absence records into Expensya, a feature that offers validators or accountants the ability to monitor employees' absences such as paid leave, time-off, or sick leave. This allows them to verify that no expenses were incurred during an employee's leave period. Detailed instructions are included on how to download, fill, and import a CSV file pertaining to absences. The article also explains how to set up a rule specifically for expenses incurred during absences, and how to view absences in calendar mode.

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Tags in Expensya

The article enlightens readers on the functionality of creating "tags" in Expensya. Being beneficial for administrators, validators, or accountants, tags allow users to create groups, filter display lists, mark processed expenses, and perform many other actions. Step-by-step guidance is given on how to assign a tag to an expense or user(s). Instructions regarding contacting the support team for tag creation are also delineated.

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Management of Multiple Currencies

This article explains how Expensya offers users the opportunity to manage multiple currencies including employee's currency, company's currency, and even the currency of an expense. It provides a step-by-step guide for administrators in configuring the display of expense report amounts in an employee's currency or the company's currency. It also includes useful screenshots demonstrating the display of notes in both employee and company currency.

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Activation of exceptions and management of exception requests

This article provides comprehensive information about the four kinds of spending policies available on Expensya and highlights the significance of the exception request. While this feature is uniquely available for the 'reimbursement by ceiling' expenditure rule type, it could be approved or declined by either the validator or account administrator. The article details how the administrator can enable exceptions, and features instructions on adding a secondary validator adept at managing exception requests.

Updated by Rim Ferchichi

Professional payment instruments

This article guides you on how to set up and manage professional payment methods via Expensya. The system permits employees to use the company's funds for their business expenses, thereby mandating them to defer and validate non-refundable expenses paid by a company credit card. Additionally, it illustrates how administrators can add a professional payment method and demonstrates the process of its configuration. Furthermore, it covers how administrators can assign it to specific employees and explains editing or deactivating existing professional payment methods. Finally, you’ll learn how to export all pertinent details pertaining to selected or all professional payment methods.

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E-mail notifications sent by Expensya

This article compiles the various email notifications that Expensya sends to different users - collaborators, validators, accountants, and delegates. It includes notifications when an administrator creates a new collaborator, and when a note gets approved, rejected, sent to the accountant, or archived. It also covers emails for when invoices are sent via email, and when one receives or creates access delegation. Furthermore, it details the emails validators receive when they get a note to validate and when a note gets sent to the accountant. Lastly, it talks about reminder emails and delegated access notifications.

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Link custom fields to projects from Expensya's web interface

This article informs administrators about a new feature to link custom fields to cases directly from the web administration interface. This feature simplifies administrative tasks, reduces reliance on customer support, and gives more control to administrators. The function seamlessly integrates by adding a "case" field in the custom fields creation interface as a drop-down menu, listing all available cases for easy association.

Updated by Rim Ferchichi

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