Setup Employee Expenses

The Employee Expense Report allows employees to enter, track, and submit business-related expenses (such as travel, meals, lodging, or supplies) for manager approval and reimbursement. GoldFinch streamlines receipt uploads, categorization, approval workflows, and posting to accounting, ensuring accuracy and compliance with company policies.

Employee Expense Category

• Navigate to GL Account.

• For each GL Account that you plan to use in Expense Reports, enter a value in the Expense Report Category field. This setup allows users to select a category when submitting an expense report, rather than entering the specific GL account number.

• Only GL Accounts where the Expense Report Category is not blank will be available for selection on Expense Reports.

Expense Report Policy

Expense Report Policies can be configured to establish the rules that apply when users enter expense reports. You can set up unique policies for each GL account to ensure expenses are posted in accordance with the appropriate guidelines.

• This feature is optional and can be defined in:
  Company Setup → Related List → Expense Report Policy

• You can create one or more Expense Report Policies for all Export Report Categories or for each Expense Report Category.

Fields:

• GL Account – Optional. Leave this field blank if you want the Expense Report Policy to apply to all Expense Categories.

• Expense Category – Automatically populated based on the selected GL Account.

• Description – Optional.

• Starting Date / Ending Date – Define the effective period of the Expense Report Policy. The system compares these dates with the Expense Date.

• Limit Type – Default value is “Per Expense Line.”

• Maximum Amount – If greater than zero, the Employee Expense amount cannot exceed this amount or the record cannot be saved.

• Requires Memo – If checked, the Employee Expense must include a Memo before it can be saved.

• Requires Receipt – If checked, the Employee Expense must have a receipt attachment before it can be saved.

• Requires Receipt Above Amount - If not blank, a receipt attachment is required only when the expense amount exceeds this threshold.

• Is Mileage - Check this if the policy is for Mileage Expenses. Users will be required to enter additional mileage-specific fields.

• Mileage Rate - Used only when Is Mileage = true. Defines the reimbursement rate for mileage calculations.

• Action –

  • Block: The Employee Expense cannot be saved if it violates the policy.

  • Warn: The Employee Expense can be saved but displays a warning message if it violates the policy.

• Blocked – Marks the policy as inactive.

Salesforce Users & Permissions

User License

• User License: Salesforce Platform

• Profile: Standard Platform User

Permission Sets

• Expense Submitters (Employees):
  Assign Employee Expense Permission Set.
  They will only be able to see:

  • Their own Employee Expense records

  • Their own Expense Reports (Purchase Invoices)

  • Their own General Journals

• Managers (Approvers):
  Add GFERP Standard User Permission Set so they can approve Expense Reports.

Manager Field Requirement

• The Manager field is used as the default approver.

• If the Manager field is blank, the employee user cannot submit an expense report for approval.

User Setup

Any user who will be submitting an Expense Report must be configured in User Setup. During this setup, you will define the Vendor Account for reimbursable expenses and the Bank Account for non-reimbursable credit card expenses.

Every employee must have a User Setup record:

• Salesforce User - Link User Setup with a Salesforce User record
• Vendor Account – Vendor account configured for the employee to receive reimbursement payments.
• Bank Account - Bank Account used to offset General Journal Lines for non-reimbursable expenses.
• Salesforce Users - Linked User Setup record to the Salesforce User.

Email Templates

Review the preinstalled email templates and make any necessary updates or customizations (branding, instructions, wording, etc.).

When a record is submitted for approval, an email notification will be sent to the approver.

When a record is approved or rejected, an email notification will be sent to the record owner.

Approval Process Setup

You can review and update preinstalled approval, reject, and recall lightning flows for:

1. Purchase Invoice (Expense Reports)

2. General Journal

Email Recipients and Email Template Used

Article Setup-Employee-Expenses  ·  Last updated January 03, 2026 · GoldFinch ERP Help Center