Edition: Professional, Business, Enterprise
User-level: Assistant Administrator, System Administrator
Previous steps: N/A
Expense types are used by staff when they enter Cash and Travel expenses or when entering supplier and sub-contractor bills in Synergy. You can use Expense types to create different types of expense groupings or categories for your business needs.
The Expense types page can be located under Organisation drop down > Settings > Project lists > Expense types.
This article will detail the following information around expense types:
Add a new Expense type
You can add as many new Expense types as needed for your business. If you are using a connect add-on (Xero, MYOB etc.) the you will also be able to link multiple expense types to one account code.
To create a new Expense type you can follow the steps below:
Go to Organisation drop down > Settings > Project lists > Expense types.
Click the 'Add' button in the top right corner.
Give your Expense type a name that is relevant to you, this is how it will appear in the Synergy drop down lists.
If using an accounting package and the connect sync then you will want to also add an account code. e.g. Xero 429, MYOB 6-2100.
Save your new expense type.
Repeat the above steps for each additional expense type that is required.
Delete an Expense type
You can only delete an Expense type that has not been used in any staff cash or travel expenses or in any bills/invoices. If the Expense type has been used then it cannot be deleted, and will need to be made inactive to stop future use of the item.
To delete an Expense type click the checkbox next to the Expense type you want to delete. Then click on the grey arrow on the bottom left of the page and select 'delete'.
If you are wanting to delete multiple Expense types then select the checkboxes next to each of the Expense types and click on the grey arrow on the bottom left of the page and select 'delete'.
Make an Expense type inactive
If you have already used an Expense type but it is no longer needed for your organisation then you can mark it as inactive. This will keep the Expense type in your organisation but remove it from the main active list and from being used by staff.
To mark an Expense type as not active click the check box next to the Expense type you want to inactivate. Then click on the grey arrow on the bottom left of the page and select 'Set as not active'.
If you are wanting to make multiple Expense types inactive then select the checkboxes next to each of the Expense types and click on the grey arrow on the bottom left of the page and select 'Set as not active'.
Refresh the list and only the active items will remain in the list.
Edit an existing Expense type
You can change the name or account code linked to an Expense type. On any default sample Expense types, try adding the account code to map where this data will transfer to in your accounting system with Accounting add-ons.
Click the row you want to update, or click the action button on the row and select 'edit'.
Type the new name for the expense type. This will update all existing expense transactions to the new name.
Update the 'account code' to map to the required expense account in your accounting system.
Save and Close.
Search and filter the list
Search
When a large number of items exist use the search or filter options to limit the number of rows shown in the list. Search by clicking the search button and typing the keyword into the search box. To return to seeing all items in the list click the clear button in the search bar.
Filter
Filter the list by selecting the search button. See the available filters by clicking the word 'active'. Select a filter from the drop down list and click the search button to apply the filter. The filter options are:
Active - the default list filter that shows the items that can be used (seen in drop down lists).
Inactive - see the items that can no longer be used, and are only shown when still linked to existing records.
All - see both active and inactive items in the list.
Account codes
Invoices
Each stage in a project will have a cost center (location) and discipline (business type) attached. Cost centers describe the division of the company which this revenue is linked to. Disciplines outline the type of business. Each invoice, bill, or staff expense created in Synergy is allocated to a stage, which always have both a cost center and discipline assigned. Cost centers and disciplines can be used to map the location that invoice data is transferred to in your accounting system using Accounting add-ons.
Expenses
Each staff expense or bill (supplier expense) has an expense type assigned, u sed to group together similar types of staff or supplier expenses (i.e. couriers, travel, sub contractors). The account code entered on each type is used to map these similar expense items to the matching location in your accounting system using account codes.
Examples
MYOB AccountRight Live > Income codes = 4-1100, 4-1200, and Expense codes = 5-1100, 6-2100.
Xero > Sales revenue account = 200, Supplier Expenses account = 300, and Staff Expenses account = 429.
Add account codes to cost centres, disciplines, or expenses to map where your invoice or expense data should be transferred to in your accounting system. Learn more about this account codes in the configuring Accounting add-ons topic.
Sample expense types
When you start a new organisation you will find that sample Expense types have already been included for you. You are able to utilise or remove these depending on your needs.
Expense types included are:
Airfares
Authority fees
Contractors
Couriers / mail
Office expenses
Stationery
Travel expenses
Now that you know how to set up expenses, you can customise everything you need to keep accurate records in Synergy.
Where to next?
What other features does this relate to?