Tags

Tags are like labels, which you stick to a notebook or a file. Similarly, tags can be associated with your expenses or expense reports for easy identification and classification.

As your organisation grows, your business may open new departments and branches. By creating these departments or branches as tags, you can easily identify the expenses incurred in various departments or branches of your business. You can then associate these tags with your expenses or expense reports.

Let’s look at a few scenarios to understand this better:

Scenario 1: Matt owns a manufacturing company. He wants to group the expenses based on the cost centres of the organisation. Matt can create a tag and add the cost centres as different options under it. He can then associate them with the expenses individually or to a particular report to classify the expenses on the basis of cost centres easily.

Scenario 2: Cole runs a product based company. The sales team of his organisation undertake business trips regularly to engage in sales and marketing activities. Cole would like to know the most visited location. Cole can create these locations as options under the tag and run analytics based on these tags to know the most visited location.

Scenario 3: John runs a retail store with branches spread across various countries. He would like to track the expenses incurred in these branches. Now, John can create options with each branch name under a tag and associate them to the expenses and expense reports accordingly. He can run analytic reports based on these tags to get insight into the expenses of the branches.

Enabling Tags and Configuring Preferences

To enable tags for your organisation:

  1. Navigate to Admin > Settings > Tags.
  2. Click the Enable button. Once you enable tags, a pop up will appear to select your preferences.
  3. Select Tag expenses individually to associate tags to individual expenses or select Associate the same tag with all the expenses in a report to associate the same tag to all the expenses of a report. Enabling Tags and Configuring Preferences
  4. Click Save.

Note: To edit your preference later, click Preferences in the top right corner of the Tags module.

Creating Tags

To create tags:

  1. Go to Admin > Settings > Tags.
  2. Click the + New Tag in the top right corner. Creating Tags
  3. Enter the Tag Name.
  4. Select whether you would like to associate tags to your expenses mandatorily.
  5. Add the Options.
  6. Click the + Add Option button to add more options. Enabling Tags and Configuring Preferences
  7. Click Save.

Note: You can create a maximum of 10 tags.

Associating Tags

After creating the tags, you can associate them with your expenses and expense reports as per your configuration. Once created, all the users of the organisation can associate tags with their expenses and expense reports.

Associating Tags to Expenses

Associating Tags to New Expenses

To associate tags to new expenses:

  1. Create a new expense by providing the required details.
  2. Navigate to the bottom of the page and select an option from the dropdown under the Tags section. Enabling Tags and Configuring Preferences
  3. Click Save.
  4. Once this is done, your expense will be tagged.

Associating Tags to existing Expenses

To associate tags to expenses that are already created:

  1. Navigate to Expenses and click the expense for which you would like to associate a tag.
  2. Click the + Associate button below Tags. Associating Tags to existing Expenses
  3. Add the options from the dropdown and click Save.
  4. Once this is done, your expense will be tagged.

Changing Associated Tags in Expenses

To change the tag that has already been associated with an expense:

  1. Go to Expenses and click the expense for which you would like to change the tag.
  2. Click the Change button next to Tags. Changing Associated Tags in Expenses
  3. Make the necessary changes in the Associate Tags box and click Save.
  4. Once this is done, your tags will be changed.

Associating Tags to Reports

Associating Tags to New Reports

To associate tags to new reports:

  1. Create a new report by entering the relevant details.
  2. Select an option from the dropdown under the Tags section. Enabling Tags and Configuring Preferences
  3. Click Save.

Associating Tags to Existing Reports

To associate tags to reports that are already created:

  1. Navigate to Reports and click the report for which you would like to associate a tag.
  2. Click the + Associate button below Tags. Enabling Tags and Configuring Preferences
  3. Add the options from the dropdown and click Save.
  4. Once this is done, your report will be tagged.

Changing Associated Tags in Reports

To change the tag that has already been associated with a report:

  1. Go to Reports and click the report for which you would like to change the tag.
  2. Click the Change button next to Tags. Enabling Tags and Configuring Preferences
  3. Make the necessary changes in the Associate Tags box and click Save. Your tag will be changed.

Generating Analytic Reports

After creating and associating tags to your expenses and expense reports, you can generate analytic reports using the tags filter. To generate a report:

  1. Navigate to Analytics and click the Expense details under the Expense section.
  2. Click the Customise Report option in the top left corner.
  3. Select the tags from the dropdown and click Run Report to generate a report based on the selected tags. Enabling Tags and Configuring Preferences

Other Actions

If you would like to edit, mark as inactive or delete a particular tag:

  1. Go to Admin > Settings > Tags.
  2. Hover on a particular tag and click Edit, Mark as Inactive or Delete (Trash icon). Other Actions

Edit: You can edit the tag name and options. If you would like to make the tags mandatory in expenses or expense reports select Yes, else No.

Mark as Inactive: Once you select this option, the tag will become inactive.You can also mark a few options as inactive in a tag by unchecking the box near an option in the edit page.

Delete: You can delete a tag by clicking the trash icon next to it. However, if the tags are already associated to expenses or expense reports, they cannot be deleted.