SPEND CATEGORY

Using this option, the System AdministratorAdministrator is a set of individuals that administer the applicant/Affiliate entity. For example, Accountants, Authorized Signatories for organizations, Power of Attorney for individuals. can maintain the spend categories. Spend Category maintenance allows the System Administrator to create, modify or expire categories. For each of the Spend Category, System Administrator shall be able to map there corresponding sub categories under which the transactions will be tagged. This maintenance is done only for retail type of parties and is not applicable for corporate type of parties. Any time there can be a maximum of 10 categories available and each will have a unique category code.

The each spend category can have up to four sub categories each.

Prerequisites

• Transaction access is provided to System Administrator
• Transactions which needs to be mapped to different categories are well maintained
• Transaction description must have keywords which can be distinguished by rule engine for classification into subcategories
• Spend categories to be made are limited and cannot be deleted, hence well thought of categories to be created

Features Supported In Application

The Spend Category maintenance allows the System Administrator to:

• Search and View Spend Category
• Create Spend Category
• Edit Spend Category
• Add Spend Sub Category
• Edit Spend Sub Category

How to reach here:

Administration Dashboard > PFM > Spend Category Maintenance

Spend Category - Search

Using Spend category search option, System Administrators search the existing spend category. The search result displays a particular spend categories based on search criteria entered.

If the search parameters are not specified, then it displays all the records.

To search a spend category:

• Enter the search criteria, click Search. The search results appear on the Spend Category screen based on the search parameters.
  OR
  Click Clear if you want to reset the search parameters.
  OR
  Click Cancel if you want to cancel the transaction.

Spend Category - View

Using spend category view option, the System Administrator can view the spend categories and sub categories.

To view a spend category:

2. Enter the search criteria, click Search. The search results appear on the Spend Category screen based on the search parameters.
3. Click the Category Name link of the record for which you want to view the spendcategory. The Spend Category - View screen appears.

• Click Edit to if you want to edit the spend category.
  OR
  Click Cancel to cancel the transaction.
  OR
  Click Back to navigate to the previous screen.

Spend Category - Create

Using spend category create option, the System Administrator can create new spend categories and sub categories.

To create a spend category:

1. In the Spend Category screen, click Create. The Spend Category - Create screen appears.

2. In the Category Code field, enter the code for the spend category.
3. In the Category Name field, enter the name of the spend category.
4. In the Sub Category Details section, enter the relevant information for subcategories.
5. Repeat step 4 to add more sub categories to a sub category.

Note: You can click to delete a spend sub category or click Add to add more spend sub categories.

6. Click Save to save the category and sub category details.
   OR
   Click Back to navigate to previous screen.
   OR
   Click Cancel to cancel the transaction.
7. The Review screen appears. Verify the details, and click Confirm.
   OR
   Click Edit to modify the details.
   The user will be navigated back to the create screen.
   OR
   Click Cancel to cancel the transaction.
8. The success message of spend category creation appears.
   Click OK to complete the transaction.

Spend Category - Edit

Using spend category edit option, System Administrator can modify the spend category details.

To edit or update a spend category:

1. Enter the search criteria, click Search. The search results appear on the Spend Category screen based on the search parameters.
2. Click the Category Name link of the record for which you want to edt the spend category. The Spend Category - View screen appears.
3. Click Edit to edit the spend category. The Spend Category- Edit screen appears.
   OR
   Click Cancel to cancel the transaction.
   OR
   Click Back to navigate to the previous screen.

4. Edit the required details.
5. Click Save to update the changes.
   OR
   Click Back to navigate to previous screen.
   OR
   Click Cancel to cancel the transaction.
6. The Review screen appears. Verify the details, and click Confirm.
   OR
   Click Edit to modify the details.
   The user will be navigated back to the create screen.
   OR
   Click Back to go to previous screen.
   OR
   Click Cancel to cancel the transaction.
7. The success message of updates appears.
   Click OK to complete the transaction.

FAQs

How many spend categories System Administrator can create

A System Administrator can create maximum 10 categories. Whereas, the number of categories can administrator can create is defined at day 0.

How many spend sub-categories System Administrator can create?

A System Administrator can create maximum 10 sub-categories. Whereas, the number of categories can administrator can create is defined at day 0.

What is category code used for?

It is used as a unique key to distinguish different categories.

How are the transactions being mapped to the categories?

The categories would be linked to a rule engine which will use some keywords in the description of transaction and get mapped to the category or sub category on its own.

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