Cleemy Expenses can use any axis created in the axes administration interface.
Choosing available axes in Cleemy Expenses and their rules
This first step can be completed in the Configuration > Analytic axes interface. It consists of defining:
- If an axis is used by selecting it or not. A child axis cannot be activated in Cleemy Expenses if its parent is also activated. It will also be available in the same expense types of its parent.
- The default value. You can leave this empty, choose the first or a specific section or the element whose code corresponds with the department’s short code of the user. This last option is very practical for cost centers; the short code can be configured in Administration > Services. If the axis is configured in a way to authorize a default value to the user file, this option will already be completed.
- If imputation to this axis is mandatory.
- The axis’ visibility. This option is useful when users cannot choose which section to attribute it to, typically when there is a default analytic.
- If a section is visible and a value has already been entered, you can also indicate if it is possible to modify this value.
- The order in which axes are displayed which can be changed by dragging and dropping axis into the desired order.
In Cleemy Expenses it is possible to define merged axes. This consists of putting several axes in a single drop down menu in order to make them mutually exclusive. In your accounting software, if a user can make attributions to a project or a cost center but not to both at once, you will want to use this option.
You can merge axes with the “+” icon below the list of analytics.
A merge can have a pre-filled value. For the “default value of the user” option, it will use the default value of the first axis in the merger for which this field is available. In the example above, these will be projects because the project axis is above the cost center axis in the list of axes.
Linking axes to expense types
Each active axis in Cleemy Expenses can be attached to every expense type. Therefore, it is possible to not allow imputations to a project for expense types which are intrinsically relevant to general expenses.
From the point of view of attaching axes to expense types, a merged axis is considered as a single axis. If you have merged projects and cost centers, it is not possible to only allow the cost centers of a given expense type.
The most efficient method of linking expense types to analytic axes consists of using the “Analytic imputations” interface which can be accessed through Configuration > Expense types.
Here, you can select the expense types where analytics appear one by one, or you can select several at a time by clicking the check boxes on their left. Then select the analytic to apply (top line of the table).