Creating Expense Type GLA Mappings

SRP can automatically populate the Expense GLA Code field on expense records as soon as your users create them. The GLA is determined based on the type of expense and whether the expense is billable. To use this feature, you must map expense types to the appropriate general ledger accounts.

Warning:

When SRP is installed, an expense report cannot be approved unless the related expenses have the Expense GLA Code field populated. If you do not define the mappings, your users must manually specify a GLA for each expense before it can be approved. Alternatively, you can disable this validation by selecting the Expense (Reimbursable) GLA Optional and Expense (Non-Reimbursable) GLA Optional fields on the SRP Integration Settings custom setting.

Note:

Before creating the mappings, you must ensure that the values of the Expense Type picklist on the Expense Type GLA Mapping object exactly match the values of the Type picklist on the Expense object. For more information about updating picklist values, see the Salesforce Help.

To create expense type GLA mappings:

  1. Click the Expense Type GLA Mappings tab.
  2. Click New.
  3. For Expense Type, select the expense type that this mapping relates to.
  4. For GLA Code (Billable), select the general ledger account used for billable expenses. This GLA is applied when users create expenses of the specified type that have the Billable field selected.
  5. For GLA Code (Non-Billable), select the general ledger account used for non-billable expenses. This GLA is applied when users create expenses of the specified type that have the Billable field deselected.
  6. Click Save. The mapping is now created.
  7. Repeat steps 2-5 for each expense type in your org.