The Expenditure category is a mandatory field in the expenditure grid when entering a new expenditure line. It helps classify spending according to predefined organizational categories and is essential for reporting and budgeting.

Property type and management

Property type

The expenditure category is a code-type property.

Managing categories

Administrators manage the list of available categories from the Properties section.

• Values are added and edited like any other code-type property.

• A default category can be set to automatically populate new expenditure lines.

Setting a default category streamlines data entry for users.

Managing category changes

Organizations evolve, and expenditure classifications must adapt accordingly.

• Outdated categories can be inactivated to prevent their use in new requests.

• If a category has been used in any request, it will be:

  • Marked as inactive

  • Moved to the list of inactive codificators

  • Restorable at any time if needed

• If a category has never been used, it can be permanently deleted from the system.

This ensures historical data remains intact while allowing flexibility in managing active options.

Configuring expenditure categories

Creating new categories

Admins can create new expenditure categories by adding code-value pairs:

• Code: A unique identifier for the category (must be unique across both active and inactive categories).

• Value: The name displayed to users (must be unique among active categories).

Editing existing categories

Admins can update the value (display name) of existing active categories if business needs change.

• Codes cannot be edited after creation to maintain historical integrity.

• Values can be changed, but value uniqueness will be checked among active entries when saving.

Editing a value that is already in use will affect all records linked to that value.

Deleting unused categories

Admins can permanently delete a category only if it has never been used in any expenditure line:

• Click the trash bin icon next to the category.

• Deleted categories are completely removed from the system after saving.

Inactivating used categories

If a category has been used in any expenditure line, it will be inactivated instead of deleted:

• Inactivated categories:

  • Are moved to the inactive codificators list.

  • Are not available for selection in new or edited expenditures.

• Inactivation preserves historical data integrity.

Restoring inactive categories

Admins can reactivate an inactive category if it becomes relevant again:

• Click the restore icon next to the inactive category.

• The system checks for value uniqueness before allowing restoration.

• Restored categories immediately return to the active category list after saving.

Saving configuration changes

• All additions, edits, deletions, and restorations are staged during editing.

• Changes only take effect after clicking Save.

• The application dynamically updates dropdowns and expenditure grids once changes are saved.

What happens with existing expenditures?

When an expenditure category is marked inactive:

• It remains linked to any existing expenditure lines that previously used it.

• It no longer appears in category drop-downs for new or edited expenditures.

Only categories that have never been used can be permanently deleted. Categories that have been used are safely inactivated and moved to the inactive codificators list.

How to delete or inactivate an expenditure category