diff --git a/docs/articles/new-expensify/workspaces/Create-expense-categories.md b/docs/articles/new-expensify/workspaces/Create-expense-categories.md index 7a59e75b37c9..a0364a013adc 100644 --- a/docs/articles/new-expensify/workspaces/Create-expense-categories.md +++ b/docs/articles/new-expensify/workspaces/Create-expense-categories.md @@ -5,6 +5,7 @@ keywords: [New Expensify, expense categories, GL codes, payroll codes, chart of internalScope: Audience is Workspace Admins. Covers creating, importing, enabling, and managing expense categories, including GL and payroll codes, receipt requirement columns in CSV import, and inline category creation from the expense flow. Does not cover personal expense rules or accounting integration setup. --- +# Create Expense Categories In Expensify, categories represent your **chart of accounts, GL accounts, expense accounts**, or other financial coding used for reporting and accounting. @@ -16,13 +17,12 @@ The Categories table displays the category **Name**, **GL Code** (if assigned), --- -# How to add or delete categories manually +## How to add or delete categories manually -1. In the **navigation tabs** (on the left on web, and at the bottom on mobile), click **Workspaces**. -2. Click your **workspace name**. -3. Click **Categories**. -4. Click **Add Category** in the top-right corner. -5. Enter a category name and click **Save**. +1. In the navigation tabs (on the left on web, at the bottom on mobile), select **Workspaces > [workspace name]**. +2. Select **Categories**. +3. Select **Add Category** in the top-right corner. +4. Enter a category name and select **Save**. To delete a category: 1. Click the category from the list. @@ -33,7 +33,7 @@ To delete a category: ## How to add a category while creating or editing an expense -Workspace Admins can also create a new category directly from the category picker when creating or editing an expense, without navigating to workspace settings first. This option is available when no accounting integration is connected to the workspace. +Workspace Admins can also create a new category directly when creating or editing an expense, without navigating to workspace settings first. This option is available when no accounting integration is connected to the workspace. 1. While creating or editing an expense, tap the **Category** field. 2. Tap the **+** icon in the top-right corner. @@ -46,13 +46,12 @@ The new category is immediately applied to the expense and added to the workspac ## How to upload categories using a CSV file -1. In the **navigation tabs** (on the left on web, and at the bottom on mobile), click **Workspaces**. -2. Click your **workspace name**. -3. Click **Categories**. -4. Click the **three-dot menu**, then select **Import Spreadsheet**. -5. Format your spreadsheet using the supported columns listed below. -6. Download the template using **Download CSV** if needed. -7. Upload your completed file and follow the prompts to map each column. +1. In the navigation tabs (on the left on web, at the bottom on mobile), select **Workspaces > [workspace name]**. +2. Select **Categories**. +3. Click the **three-dot menu**, then select **Import Spreadsheet**. +4. Format your spreadsheet using the supported columns listed below. +5. Download the template using **Download CSV** if needed. +6. Upload your completed file and follow the prompts to map each column. The following columns are supported: @@ -77,45 +76,56 @@ For the **Require receipts over** and **Require itemized receipts over** columns Once categories are added (manually or via import), they can be toggled on or off. -1. In the **navigation tabs** (on the left on web, and at the bottom on mobile), click **Workspaces**. -2. Click your **workspace name**. -3. Click **Categories**. -4. Click a category. -5. Use the toggle to enable or disable it. +1. In the navigation tabs (on the left on web, at the bottom on mobile), select **Workspaces > [workspace name]**. +2. Select **Categories**. +3. Click a category. +4. Use the toggle to enable or disable it. Bulk actions are available using the checkboxes and **Selected** menu. -**Note:** GL and payroll code import is available on the **Control** plan only. +**Note:** GL and payroll code import is available on the Control plan only. --- ## How to add or edit GL codes or payroll codes -Workspaces on the **Control** plan can assign optional **GL codes** and **payroll codes** to each category. These codes are not visible to members but can be exported for accounting purposes. +Workspaces on the Control plan can assign optional GL codes and payroll codes to each category. Payroll codes are not visible to members. GL codes are hidden from members by default but can be shown by enabling **Show GL codes when categorizing expenses**. Both codes can be exported for accounting purposes. -To edit these fields: +To add a GL code or payroll code to a category: -1. In the **navigation tabs** (on the left on web, and at the bottom on mobile), click **Workspaces**. -2. Click your **workspace name**. -3. Click **Categories**. -4. Click a category to open the detail panel. -5. Edit the **GL Code** or **Payroll Code** field. -6. Click **Save**. +1. In the navigation tabs (on the left on web, at the bottom on mobile), select **Workspaces > [workspace name]**. +2. Select **Categories**. +3. Select a category to open it's detail panel. +4. Input a number in the **GL Code** or **Payroll Code** field. +5. Select **Save**. ![In the Workspace > Categories setting, the right-hand panel is open and the GL and Payroll code setting is highlighted.]({{site.url}}/assets/images/NewExpensify_ManageCategories_2.png){:width="100%"} --- -# How to configure Category Rules +## How to show GL codes to members when categorizing expenses + +Workspaces on the Control plan that have GL codes assigned to categories can display those GL codes to members when categorizing expenses. + +1. In the navigation tabs (on the left on web, at the bottom on mobile), select **Workspaces > [workspace name]**. +2. Select **Categories**. +3. Select **More**. +4. Select **Settings**. +5. Enable **Show GL codes when categorizing expenses**. + +Once enabled, the GL code appears next to each category name when categorizing expenses. This setting is only available when categories are enabled and at least one category has a GL code assigned. + +--- + +## How to configure Category Rules Category Rules let you control how specific categories behave. You can require additional information, assign approvers, or set spending thresholds for individual categories. To manage Category Rules: -1. In the **navigation tabs** (on the left on web, and at the bottom on mobile), click **Workspaces**. -2. Click your **workspace name**. -3. Click **Categories**. -4. Select a category to open its settings panel. +1. In the navigation tabs (on the left on web, at the bottom on mobile), select **Workspaces > [workspace name]**. +2. Select **Categories**. +3. Select a category to open its settings panel. Available Category Rule options include: @@ -132,11 +142,11 @@ Category Rules apply to all members who use that category. If both a Category Ru --- -# How to apply categories automatically +## How to apply categories automatically Expensify offers two ways to automatically apply categories based on merchant: -## Learned Categorization +## How learned categorization works Expensify learns your category preferences over time and suggests them automatically based on the merchant. @@ -150,12 +160,11 @@ Expensify can automatically assign a default category based on the merchant's MC To manage MCC default categories: -1. In the **navigation tabs** (on the left on web, and at the bottom on mobile), click **Workspaces**. -2. Click your **workspace name**. -3. Click **Categories**. -4. Click **More** -5. Click **Settings**. -6. Update the default category for any MCC group (e.g., Airlines, Gas, Groceries). +1. In the navigation tabs (on the left on web, at the bottom on mobile), select **Workspaces > [workspace name]**. +2. Select **Categories**. +3. Click **More** +4. Click **Settings**. +5. Update the default category for any MCC group (e.g., Airlines, Gas, Groceries). ## Workspace Merchant Rules @@ -191,5 +200,5 @@ Alternatively, you can enable tags on the workspace to edit the category directl ## How can members see GL codes? -GL codes are not visible to members by default. If visibility is required, consider including the GL code in the category name itself. +GL codes are hidden from members by default. On the Control plan, a Workspace Admin can make them visible by going to **Workspaces > [Workspace name] > Categories > More > Settings** and enabling **Show GL codes when categorizing expenses**. Once enabled, the GL code appears next to each category name when categorizing expenses.