How do I set up the payment services I choose from on employee vouchers and petty expenses?

What you will do

Payment services are the types of things you spend on, such as "Transport", "Travel allowance" and "Daily labor". You choose from them on the Employee payment voucher and the Project petty expense, so you know what your money went on.

Before you start

• Your account starts with no services. An Employee payment voucher or a Project petty expense cannot be saved without one. So add your services before the first voucher, or add them from inside the voucher.
• A service is the type of spending, not where the money is. So don't add "Instapay" or "Cash" as a service. To follow what leaves a wallet or a bank account, add a treasury for it.
• The month's salaries don't need a service. They are recorded automatically under salary.

Steps

Add a service

1. Open Payment Services in the side menu, then All Payment Services.
2. Click Add New Payment Service. A side drawer opens.
3. Type the Payment Service Name, at least 3 characters long.
4. Leave Service Status Active, unless you want to save it now and use it later.
5. Click Save Data. "Operation done successfully" appears, and the service shows in the list.

Add a service from inside a voucher

If you can't find the service while writing the voucher, choose "+ Add New Payment Service" at the end of the Select Service list. Type its name, then click Save. The service is added and selected for the voucher.

Deactivate a service you no longer use

1. In All Payment Services, click Edit on the service's row.
2. Turn off Service Status, so it becomes Inactive.
3. Click Modify Data. "Operation done successfully" appears, and Inactive shows on the service's row.

The service disappears from Select Service on new vouchers. To bring it back, turn Service Status on the same way.

Delete a service

1. Tick the box next to the service.
2. Click Delete selected, then Yes, Delete. "The items have been deleted successfully" appears.

A service with vouchers cannot be deleted. Deactivate it instead.

What changes after you save

• After adding: the service shows in Select Service on both vouchers.
• After deactivating: it disappears from new vouchers and stays on old ones.
• In the reports: the Company Expenses Report groups what you spent by service.

Permission you need

You are the account owner, so you have every permission. If you want an employee to do this for you, give their permission level View Payment Services, Add Payment Services, Edit Payment Services and Delete Payment Services.

If you can't find the button or saving is refused

• "Name must be at least 3 characters long": type a longer name.
• "A service with this name already exists.": you already have a service with this name. Use it, or choose another name. If it is Inactive, turn it on.
• "Cannot delete services that are being used in invoices": the service has vouchers. Deactivate it instead.
• The Select Service list is empty: there is no active service. Add one, or turn on an inactive one.
• Add New Payment Service is missing: your account does not have Add Payment Services.