From ddc0ea68a67858b545982c6c2124ada924ab2e16 Mon Sep 17 00:00:00 2001 From: "truph01 (via MelvinBot)" Date: Wed, 2 Sep 2026 21:32:04 +0000 Subject: [PATCH 1/2] Docs: document how Cash expense default sets Reimbursable on splits Co-authored-by: truph01 --- .../reports-and-expenses/Split-Expenses.md | 22 ++++++++++++++++++- .../workspaces/Workspace-Rules.md | 2 +- 2 files changed, 22 insertions(+), 2 deletions(-) diff --git a/docs/articles/new-expensify/reports-and-expenses/Split-Expenses.md b/docs/articles/new-expensify/reports-and-expenses/Split-Expenses.md index 4cf13a5c7091..47ea02e8211d 100644 --- a/docs/articles/new-expensify/reports-and-expenses/Split-Expenses.md +++ b/docs/articles/new-expensify/reports-and-expenses/Split-Expenses.md @@ -1,7 +1,7 @@ --- title: Split Expenses description: Learn how to create and submit expenses to a workspace or individual using SmartScan, manual entry, or distance tracking in Expensify. -keywords: [New Expensify, split expenses, split by percentage, split by day, split evenly, edit split, revert split, expense allocation, SmartScan, mileage, distance expense, validation rules, remove split, modify split, unreported expenses, split unreported] +keywords: [New Expensify, split expenses, split by percentage, split by day, split evenly, edit split, revert split, expense allocation, SmartScan, mileage, distance expense, validation rules, remove split, modify split, unreported expenses, split unreported, split reimbursable, reimbursable toggle missing on split, cash expense default, always non-reimbursable] internalScope: Audience is submitters, approvers and admins. Covers how to split, edit, and revert expenses in New Expensify using the Split feature. Does not cover Classic behavior. --- @@ -72,6 +72,26 @@ Validation rules ensure your splits match the original expense amount based on t - You **cannot save** if the splits total more than the original. - This validation allows flexibility for submitters to exclude part of the expense. +## How the Cash expense default rule sets Reimbursable on each split + +Every split inherits its reimbursable status from the workspace **Cash expense default** rule rather than from the original expense: + +- If the rule is **Reimbursable** or **Non-reimbursable**, each split starts with the original expense's value and a **Reimbursable** toggle appears on the split row, so you can change it. +- If the rule is **Always reimbursable** or **Always non-reimbursable**, every split is set to that value and the **Reimbursable** toggle is hidden on the split row, so it can't be changed. +- Company card expenses are always non-reimbursable, so their splits never show a **Reimbursable** toggle. + +This applies even when the original expense was created before the rule was changed. For example, if a cash expense was created while the rule was **Reimbursable** and an Admin later switched the rule to **Always non-reimbursable**, splitting that expense produces non-reimbursable splits. + +To review or change the rule, [learn how to configure Workspace Rules](/articles/new-expensify/workspaces/Workspace-Rules). + + + +--- + ## How to edit a split expense 1. Open a split expense. diff --git a/docs/articles/new-expensify/workspaces/Workspace-Rules.md b/docs/articles/new-expensify/workspaces/Workspace-Rules.md index 61ad391d0a3f..ce210a87b03e 100644 --- a/docs/articles/new-expensify/workspaces/Workspace-Rules.md +++ b/docs/articles/new-expensify/workspaces/Workspace-Rules.md @@ -34,7 +34,7 @@ Once enabled, go to the **Rules** tab in the left menu to manage expense-level s - **Itemized receipt required over** – Require itemized receipts for expenses over a specific amount. - **Max expense amount** – Set a per-expense spending cap (supports decimals). - **Max expense age (Days)** – Define how old an expense can be (whole numbers only). -- **Cash expense default** - Choose whether cash expenses are reimbursable by default. Note: [Workspace Merchant Rules](/articles/new-expensify/workspaces/Workspace-Merchant-Rules) can also set reimbursable status on a per-merchant basis. +- **Cash expense default** - Choose whether cash expenses are reimbursable by default. The four options are **Reimbursable**, **Non-reimbursable**, **Always reimbursable**, and **Always non-reimbursable**. **Reimbursable** and **Non-reimbursable** only set a starting value, so members can still change it on an individual expense. **Always reimbursable** and **Always non-reimbursable** lock the value, so the **Reimbursable** toggle is hidden on the expense and on every split created from it. Note: [Workspace Merchant Rules](/articles/new-expensify/workspaces/Workspace-Merchant-Rules) can also set reimbursable status on a per-merchant basis. - **Billable default** – Choose whether expenses are billable by default. Note: [Workspace Merchant Rules](/articles/new-expensify/workspaces/Workspace-Merchant-Rules) can also set billable status on a per-merchant basis. - **Require company cards for all purchases** - Flag out-of-pocket expenses that should have been made with a company card. Only available after company cards are connected to the workspace. - **eReceipts** – Enable automatic receipt generation for all USD card transactions up to $75 (requires USD as default currency). From aaac1f22830a5be88c9e2fbb97dce7df9fadc00b Mon Sep 17 00:00:00 2001 From: "truph01 (via MelvinBot)" Date: Thu, 17 Sep 2026 20:30:58 +0000 Subject: [PATCH 2/2] Docs: drop content superseded by main, fix split reimbursable accuracy Review follow-up on Expensify/App#100224. - Revert Workspace-Rules.md entirely. The bullet list it added was reinstated by the main merge after main had deleted it in the tabbed Rules restructure, and it used pre-restructure labels. Main's General tab 'Cash expenses' bullet already documents the Always-option locking and the hidden Reimbursable toggle on splits. - Drop the new Split-Expenses.md H2 section. Main already answers this in the 'Why don't I see the Reimbursable toggle on a split?' FAQ entry, so the section duplicated workspace-rule config detail owned by the Workspace Rules article. - Extend that FAQ entry with the two facts main lacked: the unlocked Reimbursable/Non-reimbursable modes seed each split from the original expense and show a changeable toggle, and the locked modes apply even to expenses created before the rule changed. - Point the cross-link at the General tab section and add a 'cash expenses rule' keyword. Co-authored-by: truph01 --- .../reports-and-expenses/Split-Expenses.md | 26 +++---------------- .../workspaces/Workspace-Rules.md | 10 ------- 2 files changed, 4 insertions(+), 32 deletions(-) diff --git a/docs/articles/new-expensify/reports-and-expenses/Split-Expenses.md b/docs/articles/new-expensify/reports-and-expenses/Split-Expenses.md index b37bfbd45e52..72fd93e6728a 100644 --- a/docs/articles/new-expensify/reports-and-expenses/Split-Expenses.md +++ b/docs/articles/new-expensify/reports-and-expenses/Split-Expenses.md @@ -1,7 +1,7 @@ --- title: Split Expenses description: Learn how to create and submit expenses to a workspace or individual using SmartScan, manual entry, or distance tracking in Expensify. -keywords: [New Expensify, split expenses, split by percentage, split by day, split evenly, edit split, revert split, expense allocation, SmartScan, mileage, distance expense, validation rules, remove split, modify split, unreported expenses, split unreported, split reimbursable, reimbursable toggle missing on split, cash expense default, always non-reimbursable] +keywords: [New Expensify, split expenses, split by percentage, split by day, split evenly, edit split, revert split, expense allocation, SmartScan, mileage, distance expense, validation rules, remove split, modify split, unreported expenses, split unreported, split reimbursable, reimbursable toggle missing on split, cash expenses rule, cash expense default, always non-reimbursable] internalScope: Audience is submitters, approvers and admins. Covers how to split, edit, and revert expenses in New Expensify using the Split feature. Does not cover Classic behavior. --- @@ -72,26 +72,6 @@ Validation rules ensure your splits match the original expense amount based on t - You **cannot save** if the splits total more than the original. - This validation allows flexibility for submitters to exclude part of the expense. -## How the Cash expense default rule sets Reimbursable on each split - -Every split inherits its reimbursable status from the workspace **Cash expense default** rule rather than from the original expense: - -- If the rule is **Reimbursable** or **Non-reimbursable**, each split starts with the original expense's value and a **Reimbursable** toggle appears on the split row, so you can change it. -- If the rule is **Always reimbursable** or **Always non-reimbursable**, every split is set to that value and the **Reimbursable** toggle is hidden on the split row, so it can't be changed. -- Company card expenses are always non-reimbursable, so their splits never show a **Reimbursable** toggle. - -This applies even when the original expense was created before the rule was changed. For example, if a cash expense was created while the rule was **Reimbursable** and an Admin later switched the rule to **Always non-reimbursable**, splitting that expense produces non-reimbursable splits. - -To review or change the rule, [learn how to configure Workspace Rules](/articles/new-expensify/workspaces/Workspace-Rules). - - - ---- - ## How to edit a split expense 1. Open a split expense. @@ -135,7 +115,9 @@ Yes. Each split is treated as a regular expense and follows all workspace requir ## Why don’t I see the Reimbursable toggle on a split? -The workspace’s **Cash expenses** rule is set to **Always reimbursable** or **Always non-reimbursable**. Those options fix the reimbursable value for every cash expense, so each split is created with the workspace default and the **Reimbursable** toggle is hidden. Imported company card expenses are always non-reimbursable, so their splits don’t show the toggle either. [Learn how to configure Workspace Rules](/articles/new-expensify/workspaces/Workspace-Rules). +The workspace’s **Cash expenses** rule is set to **Always reimbursable** or **Always non-reimbursable**. Those options fix the reimbursable value for every cash expense, so each split is created with the workspace default and the **Reimbursable** toggle is hidden — even if the original expense was created before an Admin changed the rule. + +Under the plain **Reimbursable** or **Non-reimbursable** options the value isn’t fixed, so each split starts with the original expense’s value and shows a **Reimbursable** toggle you can change. Imported company card expenses are always non-reimbursable, so their splits don’t show the toggle either. [Learn how to configure Workspace Rules](/articles/new-expensify/workspaces/Workspace-Rules#how-to-set-basic-rules-on-the-general-tab). ## Can I split a distance or mileage expense? diff --git a/docs/articles/new-expensify/workspaces/Workspace-Rules.md b/docs/articles/new-expensify/workspaces/Workspace-Rules.md index 624e2e42b4e5..8f0e8ae25fb3 100644 --- a/docs/articles/new-expensify/workspaces/Workspace-Rules.md +++ b/docs/articles/new-expensify/workspaces/Workspace-Rules.md @@ -32,16 +32,6 @@ If your requirements can't be handled with these rules alone, create an Agent Ru **Rules** then appears in the left menu. -- **Receipt required amount** – Set the minimum amount that requires a receipt (supports decimals). -- **Itemized receipt required over** – Require itemized receipts for expenses over a specific amount. -- **Max expense amount** – Set a per-expense spending cap (supports decimals). -- **Max expense age (Days)** – Define how old an expense can be (whole numbers only). -- **Cash expense default** - Choose whether cash expenses are reimbursable by default. The four options are **Reimbursable**, **Non-reimbursable**, **Always reimbursable**, and **Always non-reimbursable**. **Reimbursable** and **Non-reimbursable** only set a starting value, so members can still change it on an individual expense. **Always reimbursable** and **Always non-reimbursable** lock the value, so the **Reimbursable** toggle is hidden on the expense and on every split created from it. Note: [Workspace Merchant Rules](/articles/new-expensify/workspaces/Workspace-Merchant-Rules) can also set reimbursable status on a per-merchant basis. -- **Billable default** – Choose whether expenses are billable by default. Note: [Workspace Merchant Rules](/articles/new-expensify/workspaces/Workspace-Merchant-Rules) can also set billable status on a per-merchant basis. -- **Require company cards for all purchases** - Flag out-of-pocket expenses that should have been made with a company card. Only available after company cards are connected to the workspace. -- **eReceipts** – Enable automatic receipt generation for all USD card transactions up to $75 (requires USD as default currency). -- **Merchant-based automation** – Automatically apply categories, tags, and other fields using Workspace Merchant Rules. -- **Public receipt visibility** – Control who can view receipt images. When enabled, receipts are viewable by anyone with the URL, even people who don't have access to the report. When disabled (the default), receipts are only viewable by Expensify members with access to the report containing the receipt. --- ## How to set basic rules on the General tab