Expense Cards & Card Groups for Expenses

Setting up Expense Cards and Card Groups to use for expense claims.

Introduction

System Settings for Expenses

Set up Card Groups

Set up Cards


Introduction

In order for Users to be able to enter expenses in Lentune, the Administrator must check that the Expense settings have been put in place, then set up Card groups for different types of credit cards that are used, and set up Cards for each User who has expense claims.

Then your expense Users are able to enter Expenses.

To learn how to enter expenses, please refer to Enter an Expense Claim.

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System Settings for Expenses

If your Expenses module has not been activated by your support team, you will need to activate it and select the required control flags.

If this has already been set up, continue to Set up Card Groups.

  • Go to Administration > Settings:
  • In the Expense Module section, check the check box for Active.

  • Tick the following boxes as required for your business: 

    • Enable cost code of GL Prediction for Expenses: This will allow the system to learn and automatically populate the GL code when users start to enter text.

    • Document is required for expenses: This will force users to upload a document such as a receipt for the expense.

    • Project is required for expenses: This will require a Project Code to be entered for all expenses.

    • Cost code is required for expenses: This will require a Cost code to be entered for all expenses.

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Set up Card Groups

Card Groups are set up for different types of credit cards that are needed.

You can also create a Card group for Cash Expenses.

  • Go to Expenses > Card Groups.
  • Click New expense card group.

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Enter details in the fields you need and click Confirm
  • Code: Enter the Code for this credit card, e.g. ANZCC.
  • Description: Enter a Description for this credit card, e.g. ANZ Credit Cards.
  • Active: Select Yes or No. This would usually be set to Yes. It could be set to No when a Card Group is no longer in use.

Liability posting settings:
  • Branch, Department, General Ledger Account. These fields are not now in use.
Default settings for new cards:
    • Currency: Select from the drop down menu, e.g. NZD.
    • Import format: Select the import format for the type of credit card from the drop down list. This will allow the importing of expenses from the credit card statement that is received from the bank. If your credit card type is not on this list, please contact Lentune Support to have it added for you.
    • Authorise security role: Select the Security Role for Users who are able to authorise expenses for this Card Group. This will be the default code when you add a new card to this card group. If you leave this blank, it can be entered for individual cards.
    • Reimbursable: Select Yes or No. For a company credit card, this would usually be No. For a personal card or for cash expenses, this would usually be Yes.
  • Click Confirm.

If you have missed a required field, the system will remind you when you confirm your changes.

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Set up Cards

Each User must have a Cost Card set up for them before they can enter claims. 

Each Card belongs to only one User

A Card must belong to a Card Group

A User can have multiple Cards, however, a single Card cannot be assigned to more than one User.

If, for example, a single company Visa card is used by more than one person, then only one person can be linked to the Card in Lentune, and that User is responsible for the expenses associated with that card.

To set up a Card:

  • Go to Expenses > Cards.
  • Click New expense card.

Expense Card

  • Enter details in the fields you need and click Confirm
    • Code: Enter a code for this user’s card, e.g. ANZJB.
    • Description: Enter a description, e.g. JB Credit Card.
    • Active: Select Yes if this is an active card or No if not, e.g. if the staff member has left the company.
    • Staff: Select the person from the dropdown list of staff.
    • Expenses Card Group: Select the Card Group that this card belongs to from the dropdown list. 
    • Currency: Select the currency from the drop down list.
    • Authorise security role: This will default from the code set up in the Card Group. Alternatively, select or override the default code for the role who will be allowed to authorise expenses for this card from the drop down list.
    • Reimbursable: Select Yes or No. For a company credit card, this would usually be No. For a personal card or for cash expenses, this would usually be Yes.

If this is set to Yes, then enter the user's bank account in the Reimburse bank account number field below to have the reimbursement paid to. 


If this field is set to Yes, then the data is not imported from a bank or credit card statement. The expenses will be entered manually by the User via the desktop or the mobile app.

    • Reimburse bank account number:  This field appears if Reimbursable is set to Yes. Enter the bank account number for the User to be reimbursed to.

The following fields appear where Reimbursable is set to No: 

    • Card number: Enter the card number for this credit card, where the expenses are paid from.
    • Card reference: Enter a card reference if required.
    • Input format: This will populate from the Card Group for this card. If this is a Cash Card, and it is Reimbursable, then this field will not appear.
       
  • Click Confirm

If you have missed a required field, the system will remind you when you confirm your changes.


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Was this helpful? If you require further assistance, or would like to contact us about this article, please email us at support@lentune.com.

Thank you. Your feedback is appreciated.

Last updated: 21 March 2022.