In Lucca Expenses, the concept of expense types is only intended for accounting purposes and is not visible in the control step. When users submit an expense, they only see the expense category associated with this expense, and it is the type set up by default that will be displayed in the control step. When the accountant verifies the expense, they can choose to associate it with another type. To find out more, check out this help sheet.
To refine cost accounting, you can create several expense types in each cost category. These types are then linked to accounting codes in Lucca Accounting Assistant.
Adding a type
Types are managed in the "Settings" > "Types" section.
A new type can be created using the "Add a type" button. To create it, two pieces of information are required:
- The display name, which will allow you to select the type at the expense level. As a reminder, only the controller can see the type, at the control step.
- The expense category, allowing you to organize your types and pre-select the correct type based on the information entered by the employee.
Once created, if this is the only type for a category, it will be automatically set as "Default type."
The concept of a default type
The default type will be the one automatically selected within a category once the user selects this category for their expense. So, if only one type is present in a category, it will necessarily be the "default type."
Other actions are possible for types that are not "default types." It is possible to:
- Switch them to "default type." The other type that was previously selected as the "default type" will then no longer be the "default type" for the category.
- Deactivate them. It will no longer be possible to select them in an expense, but you can view them using the "Display deactivated types" button at the top of the list of types.
It is also possible to switch a type from one category to another, by clicking on the type and changing its category. This is also only possible for types that are not "default types."
There are other rules concerning types:
- If a user selects a category for which no type exists, then the default type for the "Miscellaneous" category will be automatically selected.
- A default type cannot be deactivated.
- It is possible to switch a type from one category to another, by clicking on the type and changing its category. This is also only possible for types that are not "default types."
- A deactivated type can no longer be selected at the expense level during the control step, but continues to be used by previous expenses that used it beforehand.