Set up Expense Card Groups and Expense Cards

Overview

Create and Edit Card Groups

Create and Edit Cards for Users

Import and Export Expense cards

Overview

The main setup required for users to submit expenses is creating card groups and individual expense cards. Once an expense card group is set up, you can begin creating expense cards for users. When an expense card is assigned to a user, they’ll be able to select that card when submitting their expenses.

Create and Edit Card Groups

To create or edit an expense card group, Start at Expenses > Card Groups and click New expense card group, or double click on an existing card group to edit.

First set up or edit the following fields:

• 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 can be ignored as these settings have been retired. Set up the following fields to establish 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. Note this is only required for a card that is not reimbursable. Select not applicable
• Authorise security role: Select the Security Role for users who are able to authorise expenses for this Card Group. Learn how to establish the authority to approve
• Specify whether the card is reimbursable. 
  • Select Yes, for example, where a User may be paying for expenses by cash, or debit card.
  • 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

• Click Confirm to save your changes.

Create and Edit Cards for Users

An expense card is attached to a user in a one on one relationship. To create or edit an expense card, Start at Expenses > Cards and click New expense card, or double click on an existing card to edit

Set up or edit the following fields:

• 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 that this card belongs to. Each card can only have one user. A user can have multiple cards
• Expenses Card Group: Select the required Card Group that this card belongs to
• 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 customized here for this card. Learn how to establish the authority to approve
• Reimbursable: This will default from the Card Group.
  • If this is set to Yes, for example, where a User may be paying for expenses by cash, and then enter the User's bank account number for reimbursement.
  • If this is set to 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 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: 05 Jan 2026