Configuration
Billing expense status options: Only the expenses in the statuses selected here will be available as billable expenses. If blank, ALL billable expenses will be available. Examples: submitted, approved, open.

Company Expense Rules
Expense rules are created as a form of checks and balances for those creating expense reports. If the submitter “breaks the rule,” a customized message will pop up, providing more information about the rule. 

Rules can be created as informational, warnings, or critical messages. Depending on the Hard Stop Submission Settings, the submitter may or may not be able to proceed with the expense. Company expense rules are used for general, non-aircraft specific expenses.

In this example, the user creating the expense will see a warning that contract fuel from the vendor ABC Contract Fueler, and payed with direct bill, is never reimbursable.

Here are the Auto Approval and Hard Stop options defined: 

Auto-Approval: If enabled, expense reports where none of the expenses flag based on validation rules will automatically be approved.
Hard Stop Submission: If there are conflicts on the expense report (warnings or critical items), enabling this will allow the user to continue with the submission, but must document the reason for overriding the rule.
Submission Option: Warning allows the users to override and submit only those with warnings, but not critical items. If Critical is selected, then both Warning and Critical items can be submitted with a documented override. Expense reports will then continue through the normal approval process.

Card Types
Company, aircraft and personnel credit cards are utilized to document payments on expenses while customer credit cards are used to document payments on invoices. Add credit cards to personnel, accounts, contacts and aircraft. Before doing so, create the various card types the organization uses.

Currency Management
This functionality allows an operation to setup their base currency and various conversion rates for other currencies. The conversion rates are the responsibility of the operation to manage as needed. The conversion rates can be applied to quotes, expenses and invoices. Find out more in this guide

Expense Categories
Expense categories should be determined before setting up policies and rules. The defined expense categories are the categories available to designate on an expense entry.

Active: Whether the expense is active or inactive. If active it's in the drop down for use, if inactive, it's not an available selection
Show on Reconciliation: An available designation that can dictate whether the expense category displays on custom reports.
Name: Expense name. This is what is seen in the drop down and on report.
Cost Code: A company defined code that relates to codes in companies account software or for reporting in Avianis.
Type: Defining whether the expense remains the same (fixed) or can change (variable).
Quickbooks Account (if applicable): Associate Avianis expense categories to Quickbooks Chart of Accounts.
Description: Elaborate the details of the expense category
Additional Fields: Add fields for additional data (optional) to be captured when an expense is entered (e.g. number of hotel nights, attendees, meal type, etc).

In this example, crew hotel expenses may be itemized (i.e. parking fees, room rate per night, taxes, etc):

And, in this example, a list of meal types from which the person creating the report can select:

Line Item Types
Line item types are utilized within invoices and allow users to designate the specific product/service for each invoice line item. This setup is used for categorizing line items within an invoice which can lead to reports and the Quickbooks Online integration. 

Name: Line Item name in drop down within invoice.
Code: A company defined code that relates to codes in companies account software. or for reporting in Avianis.
Active: Select whether the line item type is active.
Show on Reconciliation: An available designation that can dictate whether the expense category displays on custom reports. 

Tax Rates:
The tax rate section permits the operation to create numerous tax rates. For example, Cargo, Passenger FET, VAT, Special State Tax, etc. The rates can be applied to quote flight charges, quote line items and invoice line items. One default must be designated. Specifics can be found at Multi-Tax Rate Setup, Management and Use.

Did this answer your question?