Expenses Category Settings
Expense Categories are the high-level groups used to classify business costs. Grouping similar expenses together is what makes financial reports readable, lets you analyse spending trends, and keeps your chart of accounts structured rather than sprawling.
Where to find it
Go to Purchases > Settings > Expense Category.
Expense Category List Management
| Element | Description |
|---|---|
| Search | Locate a category quickly by its description. |
| Category Description | The name of the category, such as Travel, Utilities or Office Supplies. |
| Show entries | Adjust how many categories are listed per page. |
Category Entry Form (Add/Edit)
| Field | Required | Description |
|---|---|---|
| Category Description | Yes | The name of the group. Keep it broad — categories are the top of the hierarchy. |
| Status | No | Whether the category is active and available for selection. |
Handling Inactive Categories
Deactivating keeps the interface clean without destroying historical data.
- Tick Show Also Inactive to include disabled categories in the list.
- Use the status toggle on each row to activate or deactivate directly from the list.
- Inactive categories are hidden from the Expense Settings form, so nobody can assign new expenses to them.
Available Actions
| Action | What it does |
|---|---|
| Add New | Create a category. |
| Edit (pencil) | Rename it or change its status. |
| Delete | Remove a category that has never been used. |
Best Practices
- Keep categories few and broad. The detail belongs in Expense Types and Expense Type Detail, not here.
- Name them the way your accountant reads a profit and loss, not the way a department describes its own spending.
- Deactivate rather than delete, so last year's reports still make sense.
Related pages
- Purchase Expenses Settings — expense types and their GL accounts
- Expense Types — the secondary classification
- Expense Type Detail — the most granular level
- New Purchase Expenses — where categories are used