Set up merchants and expense categories

Create the merchants and expense categories that employees select when they submit claims. Categories organize spending for reporting, while merchants identify vendors.

Who can use this?

HR Admins in the flair HR app in Salesforce. Employees select merchants and categories in the Employee Hub or the flair mobile app.

Create a merchant

Merchants are vendors from which employees make reimbursable purchases.

1. In the flair HR app, open HR Admin.
2. Under Attendance, select Merchants.
3. Click New.
4. Enter the merchant name and details.
5. Click Save. Employees can select the merchant when they create an Expense Item.

tip

Employees can add a merchant from the Employee Hub or the flair mobile app while submitting a claim, even when it is not on the approved list. In the mobile app, they type the name in the merchant search and tap Create followed by that name.

The merchant field depends on the expense framework:

Framework	Merchant behavior
Enhanced	Each Expense Item can have a different merchant. This supports invoices with items from multiple vendors.
Legacy	The expense has one merchant.

Create an expense category

1. In the flair HR app, open HR Admin.

2. Under Compensation, select Expense Categories.

   

3. Click New.

4. Enter the category details. Examples include supplies, travel, utilities, meals and entertainment, professional development, and equipment.

5. Click Save. Employees can classify expenses with the category.

Related articles

• Create and submit expenses
• Configure expense rules and tax management
• Expenses overview
• Approval Framework overview