Overview
The expense settings in BQE CORE allow you to set the default rules about recording expenses and closing those entries. These settings are applicable company wide.
Field Descriptions
| Field Name | Field Description |
| Settings > Time & Expenses > Expense Entry > | |
|
General: Expense entry memo required |
You can check this option if you want all employees to enter memos for their expense entries on all projects. This is usually required in government contracts. You can override this rule at the project level. |
| Auto approve expense entries for employees | Selects the Auto Approve Expense option in the Employees screen for all new employees. This means expense entries logged by all employees get automatically approved. |
| Expense entry rejection memo required |
You can make entering a memo a requirement while rejecting expense entries to explain why they were rejected. The next time you reject expense entries, CORE prompts you to enter a rejection memo. |
| Allow reimbursable expenses to be marked paid without a bill payment |
Check this option to allow users with Accounting subscription to mark reimbursable expenses as paid without a bill payment. It is unchecked by default. |
|
Close Expense Entries Prevent modification to past expense entries: Older than......days |
Expense entries are not saved or deleted if the dates are older than the number of days set here. This defines the number of days into the past allowed for saving or deleting any expense entry, thus ensuring that employees record or edit their expenses within the days specified by you, say, 7 days before the current day. This cannot be a negative number. You can enter any value between 1 and 365 to define how many days in the past you would like expense entries to be restricted. Example: If today's date is August 19, 2025 and you enter 14 in the field, CORE does not allow you to enter expenses older than August 5, 2025. Note: These restrictions do not apply to editing expense entries during the billing process. |
|
Prior to |
Allows you to specify a past date to restrict expense entry or editing. Select this option if you want all entries with a date before the specified date to be restricted. For example, if you have set your settings to Prior to January 31, 2025, all expense entries prior to January 30, 2025 will be restricted. |
|
On a rolling basis |
Allows you to specify a rolling time period for setting restrictions on expense entries. You can select from two options:
Note: When defining a rolling basis, the restrictions are cumulative. This means that all expense entries before the selected period will also be restricted, applying the rules retroactively. |
|
Allow exceptions |
Enable this option if you want to allow specific exceptions for some CORE users to create, update, and delete expense entries beyond the defined restrictions. |
|
Prevent modification to future expense entries |
When enabled, this setting will limit you to edit expense entries for the specified future period. When a range of 1 to 365 days is specified, you will be allowed to edit expenses till the indicated number of days in the future. For example, if today is August 19, 2025, and you have specified 7 days in the field, you will be able to create, read, update, and delete entries from the current day till August 27, 2025. Note: These restrictions do not apply to editing expense entries during the billing process. |