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Every expense item on an expense report in Ruddr must be assigned to an expense category. When a workspace is first created, a default set of standard expense categories are created. Workspace Admins have the ability to manage this list of expense categories from the Custom Data area within Settings. To access the settings area of Ruddr, your security role must be the Workspace Admin role, which has the Administer all workspace settings and members permission. To get to the settings area, simply click on the Settings block in the main nav bar, and select the Custom Data sub-menu item (Figure 1). Figure 1 - Custom Data in the Settings Area Within the custom data area, select Expense Categories from the set of options. This will bring up a list of all active expense categories. You can filter the expense categories list by typing in a category name or by selecting an active status. Figure 2 - Managing Expense Categories in the Custom Data area of Ruddr

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Add an Expense Category

To add an expense category, simply scroll to the bottom of the expense category list in Custom Data and click on the + Add Expense Category button (Figure 3). Figure 3 - Use this Button to Create a New Expense Category for Your Workspace This will create a new row at the bottom of the list (Figure 4). Type in the category name and click on the green checkmark on the right to create the category. Figure 4 - Enter the Name for the new Expense Category you wish to Add

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Edit an Expense Category

If you wish to edit an expense category, click on the edit (pencil) icon on the right side of the list (Figure 2). This will open up the expense category drawer (Figure 5) that will include additional options for the category. Figure 5 - Specify Additional Details for your Expense Category In addition to the category name, you can specify:
  • Whether or not the category requires that the submitter provide attendee names. Some companies prefer to know the attendees for expense categories related to meals, entertainment, and events.
  • If a receipt is required for all expenses for that expense category. For certain types of expenses, you may want to always require the attachment of a receipt.
  • Whether or not the category should use units. If a category uses units, when an expense item is created for the category, the user will provide the number of units and then the expense total will be calculated automatically. The only default category that uses units is mileage.
  • The Invoice Item that this type of expense should be associated with. By default, all expense categories are associated with the built-in “Expense” invoice item.

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Delete or Deactivate an Expense Category

Use the dropdown (Figure 6) next to an item in the expense category list (Figure 2) to delete or deactivate an expense category. You can delete an expense category if it is not currently in use within Ruddr. If the category is in use, then the delete option will be disabled and you will only be able to deactivate the value. When an expense category is deactivated, it can no longer be selected for new expense items, but past items will remain unchanged. Figure 6 - Opt to Deactivate an Expense Category if it is in use and You Cannot Delete