When an expense user is creating an expense claim item, one of the steps they must take is to specify the payment method they used when they incurred the expense. They select the method from a drop-down menu. The payment methods available in this drop-down menu can be configured in Payment Methods.

Creating a Payment Method

Click Payment Methods. This shows a list of all payment methods that have already been created.
Right-click a payment method or the space underneath, or left-click a method and click the menu icon
, then click New. This opens the Edit Payment Method window.
Fill in the fields as follows:

Company	The company whose employees this payment method will be available to.
Active	Tick this box allow expense users to select this payment method once it has been created.
Description	A description of the method, for example “company credit card”. This field cannot be left blank.
Reimbursable	Tick this box if this payment method can be used to reimburse the claims for the expenses.
Accrue	Tick this box if this payment method is non-reimbursable and you wish to accrue the claim amount in General Ledger against an accrual account. For example, for credit card payments this box will typically be ticked.
Contra GL Account	If you tick the Accrue tick box, the Contra GL Account drop-down menu will appear. Select the account you wish to use to accrue the non-reimbursable amounts.

Click to save the payment method.

Restricting Payment Methods by User

By default, payment methods can be used by every Expenses – Claimant user. However, you can choose to restrict a payment method to a specific user or group of users, hiding it from everyone else. This feature can be used to hide company credit cards from users who do not have access to one, for example.

Adding Users to a Payment Method

On the Edit Payment Method window, click the Applies To tab.
Right-click somewhere in the table, then click Add New.

This opens the Apply Payment Method Rule window.
Click the drop-down menus to view the lists of locations and departments in your company, then select the user group whom you wish to have access to this payment method. You can create the group using any combination of the two fields. Alternatively, if you wish to apply the policy to one specific user, click User Specific to get a drop-down menu of every individual user to select from.
Click to add the user or users to the Applies To table in the Edit Payment Method window.
If there are multiple users or user groups whom you wish to have access to this payment method, you can repeat steps 2-4 as many times as you wish.
Click on the Edit Payment Method window to save your restrictions.

If you wish to restrict the payment method to, for example, everyone from the London office and everyone in the finance department, you must complete steps 2-4 twice, once selecting only London from the Location field, then once more selecting only Finance from the Department field. If you were to select both London and Finance within the same Apply Payment Method Rule window, the payment method would then be restricted to employees from the London office who are also in the finance department.

Removing Users from a Payment Method

On the Edit Payment Method window, find the user or user group you wish to remove from the payment method in the Applies To table.
Right-click the user or user group you wish to remove from the payment method, or left-click them and click the menu icon , then click Delete. You will receive a warning message asking if you are sure.
Click to confirm the removal.
Click on the Edit Payment Method window to save your changes.

Modifying a Payment Method

Right-click the payment method you wish to modify, or left-click the method and click the menu icon , then click Modify. This opens the Edit Payment Method window for that payment method.
Edit the fields you wish to modify then click to save your changes.

Your changes will be visible in the Payment Methods grid.

Deleting a Payment Method

Right-click the payment method you wish to delete, or left-click the method and click the menu icon , then click Delete. You will receive a popup message asking if you are sure.
Click on the popup to finalise the deletion.