In case you want to restrict the number or type of categories that users have access to when submitting their expenses, mileages and allowances, you can use the Forbidden function. A forbidden expense category is no longer available for use and does not appear as a suggestion when filling in a new expense note.
To enable this type of control, please follow these steps:
Log in as Company Administrator
Go to the Expense Policies tab
Select the expense policy you want to modify
Go to the Standard Rules section
Open the Standard Rule of the category you want to block for usage.
Note: If you cannot find the Standard Rule you want to update in the list, you can add it - please access this article on How to Schedule a Standard Report
In the first section of the detail page, change the value of the field Type from Allowed Category to Forbidden Category
Note: If the entity has multiple policies and you want to forbid the expense category for all users, please perform the same action for all policies, or use the function Distribute your changes.
Once you have marked an expense category as Forbidden, the users allocated to that policy can no longer see or choose it from the drop-down list.
Optional: You can use the standard rule PENDINGTRANSACTIONS to see if there are non-settled transactions on the expense category you have just marked as Forbidden.