Setting up your expense form
Choose what your expense form asks, in what words and order, and which categories it offers.
The expense form belongs to your workspace. You decide what it asks, in what order and in what words, and which categories people choose from. A live preview shows exactly what a worker will be handed.
Open Commercial › Expenses and choose Expense settings (the tune icon beside Add expense). Only holders of Manage bills & expenses see it. The dialog has two tabs: Fields and Categories.
Fields
"What the form asks, in the order it asks it. Drag a question to move it." Each question shows pills saying what kind it is:
- Locked — always asked, always required. Point at it to see why.
- Required — a claim cannot be filed without it.
- Hidden — switched off; not asked.
- Added here — a question your workspace added.
The built-in questions
Six questions are the product's floor, because other parts of Maliru read their answers: Worker, Paid by, Expense type, Date, Cost and Receipt. They are always asked and always required — but their wording is still yours: open one to change its label and help text.
The others — Engineer ID, Description, What was this for?, Who was this authorised by?, Additional information and Signature — can be reworded, made optional or required, or switched off with Asked on the form. Switching one off stops asking it without losing the answers already filed. Built-in questions cannot be deleted; hide them instead.
Adding your own
Choose Add field to open Add a question:
- Label — what a worker is asked — and Help text.
- Answer type — Text, Number, Date, Dropdown, Checkbox, File or Link. A dropdown takes its Options, comma separated, in the order they are offered.
- Section — the heading it sits under on the form: Work details, Receipt & authorisation, or New section….
- Only ask this when — leave it on Always ask, or make it appear only when another question on the form has a particular answer: a dropdown option, Yes or No on a checkbox, or a value you type. For example, ask for a mileage figure only when a checkbox Used your own vehicle? is ticked.
- Required and Asked on the form.
Choose Add question. Your own questions can be edited or deleted later; deleting one stops it being asked, and answers already filed stay on their records.
The preview
The right-hand side shows the form as a worker will see it, updating as you edit, including questions that only appear on a condition. If every question is switched off it says so.
Categories
"The list the expense question offers. Drag to reorder; expenses already filed keep the category they were filed under."
- Type a name in New category and choose Add.
- Drag to reorder.
- Choose an icon for each; the icon shows beside the category on the register.
- Remove one with the cross. At least one category must stay.
A workspace can have up to 50 categories. Choose Save categories to keep your changes. There is no rename: add the new name and remove the old one — expenses already filed keep the wording they were filed under.