Configure Expense Settings
Expense Settings control how claims post to Accounting, which vendors appear on forms, and how approval stages run. You need company admin access or Manage Company Settings.
Open Settings
Go to Expenses → Settings.
Default GL accounts
Map the accounts finance expects for everyday posting:
| Account | Typical use |
|---|---|
| Cash / bank | Company-paid expenses |
| Employee payable | Reimbursements owed to staff |
| Input tax | Recoverable tax on taxable categories |
| Employee advances | Disbursed advances waiting settlement |
Without these defaults (and a GL account on each category), approved expenses may not post cleanly.
Auto-post on approval
When Auto-Post on Approval is checked (the usual default), Biznsbook creates the journal entry as soon as final approval completes. Turn it off if finance prefers to review and post manually after approval.
Vendors
Under Manage Vendors:
- Maintain the vendor list used on expense headers.
- Optionally link an expense vendor to a Purchase / AP supplier party so Party 360 and aging can show related history.
- Use Create from Party or Match to Parties when suppliers already exist in Purchasing.
Enable Post Linked Vendors to Party Subledger when you want expense journals for linked vendors to stamp the supplier party (useful for AP aging and Party 360).
Approval workflow
Configure stages under Approval Workflow:
- Who approves (roles or users)
- Amount and category routing
- Parallel or any-of stages where more than one person can act
- Escalation hours and targets for overdue items
Temporary delegations let an approver hand authority to someone else for a date range, optionally limited to certain categories. Your administrator sets these in Settings or through the approval APIs.
:::warning Change workflow carefully Changing stages mid-period can leave in-flight expenses waiting on an old stage. Prefer adjusting workflow when the pending queue is clear, or communicate the change to current approvers. :::