Overview of the Settings Menu
All account types for IRIS Expenses have access to the settings menu. The settings available depend on the type of user account you have.
General settings for IRIS Expenses are set as defaults when the application is installed. You are unlikely to need to change any settings, but if required, settings can only be changed by an Admin User.
Standard Users - can only view and manage their vehicle details or view details for company pool vehicles. For more information, please see Adding and Maintaining Vehicles.
Posting and Admin Users - have access to all settings for the application.
Accessing Settings
To access the Settings page, select Options, then select Settings.
Settings Menu Items
The Settings page is displayed. The settings pages are accessed by selecting the page name in the left-hand side Expenses menu. Expense Analysis is automatically selected and displayed.
To return to the My Claims page, select Applications, then select Expenses.
Select an option from the menu headings for more details:
General Application Settings (Expense Analysis)
The general settings for IRIS Expenses are set when the application is installed. If required, settings can be changed from the Expense Analysis menu.
The settings for IRIS Expenses determine the following:
- Nominals to which claim documents created within the application are posted in PS Accounting .
- Keylists that determine the information that can be selected when processing claims, for example, VAT Rates, Cancellation reasons, etc.
- The code for the document type that is used post expense claims in PS Accounting/IRIS Financials, e.g. EXPW. You need to ensure the document code type has been set up in PS Accounting/IRIS Financials. For more information, please see Overview - Documents, Document Types & Document Input Forms on our Knowledge Base (v2, v4, v6) or Overview of Document Types & Input Forms (v7+).
- Whether a receipt can be uploaded when entering the details of a claim. For more information, please see Enabling/Disabling Receipts to be Upload to a Claim.
- Whether the documents post to the Register period in PS Accounting/IRIS Financials. For more information, please see Setting Documents to Post to the Register.
- To change general settings for IRIS Expenses, on the Settings page, select Expense Analysis from the Expenses menu.
- select the Search icon in the field for which you want to change the setting, then select the required option from the Select an item window.
- select Save to confirm any changes.
User Details (User Matrix)
On the Settings page, select User Matrix from the Expenses menu to add, remove, and manage user accounts for IRIS Expenses. For more information, please see Managing User Accounts.
Users must be assigned a licence for the application. For more information, see Managing IRIS Expenses Licences.
Vehicles
On the Settings page, select Vehicles from the Expenses menu to add and manage vehicles that can be selected when entering mileage claim details in IRIS Expenses. For more information, please see Adding and Maintaining Vehicles. The vehicles displayed in the Vehicles panel depend on the type of user account you have.
Standard Users - can only add and manage their own vehicles, or access company pool vehicles.
Posting and Admin Users - can view and manage all vehicles.
Claim Types
On the Settings page, select Claim Types from the Expenses menu to add and manage the types of claims that can be selected when entering expense claim details in IRIS Expenses. For more information, see Creating and Maintaining Claim Types.
Claim types created are displayed to all user accounts for the specified location, providing the user has access to the nominal to which the claim type is linked, when entering claim details unless the claim type has not been set to active.
Mileage Types
On the Settings page, select Mileage Types from the Expenses menu to add and manage the types of mileage claims that can be selected when entering expense claim details in IRIS Expenses. For more information, see Creating and Maintaining Mileage Types.
Mileage types created are displayed to all user accounts for the specified location when entering claim details.
SMTP Settings
On the Settings page, select SMTP settings from the Expense menu to set up the reset password settings.
This setting only applies to reset password emails. All other email settings remain the same.
