Expense Card Groups and Expense Cards

Overview

To allow Users to enter expenses in Lentune, you must add Card Groups to categorise the different cards for each person, and then create the individual Cards. To read about setting up the Expense Settings, click Expense Module Settings. 

In this article, we'll take you through setting up Card Groups and Cards for individual users.

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Create Card Groups

Card Groups are used to categorise various credit card and cash expense card types. Set up your Card Groups first.

• Start at Expenses > Card Groups and click New expense card group.
• Code: Add a code for this credit card group (e.g., ANZCC).
• Description: Add a description (e.g., ANZ Credit Cards).
• Active: Set this to Yes for a new Card Group. It could be changed to No if the Card Group later becomes obsolete.
• Liability posting settings: The fields in this section are no longer used.

The following fields are the default settings for new cards that will belong to this Group.

• Currency: Select the preferred currency.
• Import format: Select the import format for the type of credit card. This will normally be the format for the particular bank that this Group of cards.
• Authorise security role: Select the Security Role for users who are able to authorise expenses for this Card Group.
• Specify whether the card is reimbursable. This would usually be No for credit cards and Yes for personal card or cash expenses where the person is to be reimbursed for their expenses.
• Click Confirm to save your changes.

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Create Cards for Users

Each User must have a unique Expense Card, which must then be assigned to a Card Group.

• Start at Expenses > Cards and click New expense card.
• Code: Add a code for the User's card (e.g., ANZJB).
• Description: Enter a description of the card (e.g., JB Credit Card).
• Active: Select Yes for a new card. It could be changed to No if the Card later becomes obsolete.
• Staff: Select the User from the dropdown list.
• Expenses Card Group: Select the required Card Group.
• Currency: This will default from the Card Group.
• Authorise security role: This will default from the Card Group if it has been set there, or can be customised here for this card.
• Reimbursable: Select Yes or No based on the type of card.

• • Select Yes, for example, where a User may be paying for expenses by cash, and then enter the User's bank account number for reimbursement.
  • Select No, for example, where a User may be paying for expenses with a company credit card and the card statement details will be imported. In this case, enter the credit card number, card reference (optional). The import format will default from the Card Group.

• Click Confirm.

Your Cards and Card Groups are now ready for your Users.

Your next step is to set up the security authority on these cards. Click Establish Authority to approve Expense Claims for details.

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Last updated: 13 May 2024