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PEX - Activating Expense Types

Introduction

This guide walks through the process of activating and configuring expense types in the PEX system. Properly configured expense types are essential for accurate transaction categorization and financial reporting.

What Are Expense Types?

Expense types in PEX allow you to categorize and track different types of expenses. This helps with reporting, accounting integration, and budget management.

Required Access

  • PEX administrator account
  • Permission to modify business settings

Procedure

  1. Log in to PEX and Navigate to Business Settings

From the PEX dashboard, locate and click the "Business settings" option.

Screenshot of PEX dashboard with Business settings highlighted

Navigation Tip

Business settings can typically be found in the main navigation menu or under your account profile options.

  1. Access Tag Manager

Within the Business settings page, find and click on the "Tag manager" option.

Screenshot showing the Tag manager option in Business settings

  1. Edit Expense Type Settings

In the Tag manager page, locate the "Expense Type" row and click the pencil icon to edit these settings.

Screenshot highlighting the pencil edit icon next to Expense Type

  1. Enable Required Expense Types

Review the list of available expense types and enable all those applicable to your organization.

Screenshot showing expense type selection checkboxes

Standard Expense Types

OVI-GC typically uses the following standard expense types:

  • General Expenses
  • Fuel
  • Job Materials & Consumables
  • Hand Tools
  • Meals & Entertainment
  • Vehicle Expenses
  • Software & Service Fees
  1. Save Your Changes

After selecting all appropriate expense types, click the "Update" button to save your changes.

Screenshot showing the Update button to save changes

What Happens Next

Once expense types are activated, they become available when entering or categorizing transactions in PEX. This enables:

  • More detailed financial reporting
  • Better expense tracking across the organization
  • Improved integration with accounting systems like Xero

Completion

After completing these steps, expense types will be immediately available for use in your PEX account.

Checklist

  • Log in to PEX
  • Navigate to Business settings
  • Access Tag manager
  • Edit Expense Type settings
  • Enable appropriate expense types
  • Save changes
  • PEX - Approving Transactions
  • PEX - Sync to Xero
  • PEX - Transaction Export