Expense Module Settings

Overview

Expenses settings

Expense Claims Custom Calculator

Grid column options

Overview

The Expense module settings help you manage and code expenses. You can select what information you require users to enter for their expense claims, and you can customise the view in the expenses screen if you wish to see the Tax amount for each expense line in its own column. 

Expense Settings

To edit the Expenses settings, go to: Administration > Settings > General tab. The right most column has the expense settings. Below are the settings that we can adjust: 

• Active: Contact Lentune support to activate the Expenses Module.
• Expense statement import notification message: Enter the message your Users will see to notify them of new expenses awaiting their review and submission.
• Enable cost code or GL prediction for expenses: Check this field to allow the system to predict Cost codes and General Ledger codes for Users to select when entering expenses.
• Document is required for expenses: Check this field if Users are required to attach a document, such as a receipt or invoice, to their expenses.
• Project is required for expenses: Check this field if Users are required to add a Project code to their expenses.
• Cost code is required for expenses: Check this field if users are required to add a Cost code to their expenses.
• Description is required for expenses: Check this field if users are required to enter a Description for their expenses.
• General Ledger is required for Expenses: Check this field to require a General Ledger code for all expenses. 
• Click Save and Close.

Expense Claims Custom Calculator

Custom calculators enable you to define standard rates for different expenses, so you always have the correct rates for expense items such as mileage. Then, Users can access these rates when entering expenses via their browser or the Lentune Expense app.

Setting Up Calculator Items

From  Administration > Settings, select Custom Calculators and a modal will open. In the Add Items screen:

• Description: Provide a description for the expense item, e.g. Mileage.
• Unit rate: Enter the unit rate for this expense item, e.g., 0.85 and click Add.
• Add any other items that you need.
• To rearrange items, adjust the order number on the left. This determines their display sequence in the Expense Entry screen.
• Click Save.

Grid column options

If you would like to view the Tax amount as a separate column for your expenses in the Expenses Search screen, you can set this in the Expenses settings.

• In the Administration > Settings screen, click the Grid column options tab at the top of the page.
• In the Grid identifier field, select Expense Search from the dropdown list, and click the New Grid Column Option button.
• In the Create grid column option window, for the field Column Identifier, select TotalTaxAmount from the dropdown list.
• Tick Show Column, then click Save and Close.

Now you will see the Net, Tax and Gross amounts of your expense lines in the Expenses Search screen.

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Last updated: 05 January 2026