---
title: Expense reasons
summary: Set up the list of reasons for small cash expenses on site, such as Travel or Printing.
order: 4
menu: Company settings > Site Monitoring > Expense Reasons
route: /expensereasons
who: People who have the View Other Masters permission and the View Cash Expenses permission. Adding, editing and deleting need the matching permission on the same master.
---

An expense reason says what a small cash expense on site was for. Examples are `Travel`, `Site lunch` and `Printing`. You create the list once. When site staff record a cash expense on the cash expenses page of a project (**Misc. Expenses** or **Petty Cash** in the menu), they choose one reason from this list.

## Before you start

Nothing is needed first. Add the reasons your site teams use most.

## How to add a reason

1. Open **Company settings > Site Monitoring > Expense Reasons**.
2. Click **Add Reason** (mark 1 in the first picture).
3. Type the reason in **Name:** (mark 1 in the second picture). For example, `Printing`.
4. Click **Save** (mark 2). The button stays grey until you type a name.

![The Expense Reasons list. Mark 1 is Add Reason. Mark 2 is the search box.](../media/expense-reason-list.png)

![The Add Expense Reason box. Mark 1 is the Name field. Mark 2 is Save.](../media/expense-reason-add-dialog.png)

## How to edit or delete a reason

1. Click the three dots at the end of the row.
2. Click **Edit**, change the name, and click **Save**.
3. Or click **Delete** and confirm the question **Are you sure that you want to delete this reason ?**.

Type at least 3 characters in **Search (min. 3 characters)** (mark 2 in the first picture) to find a reason. Click **Export to CSV** to download the list.

## What the columns mean

| Name | What it means |
| --- | --- |
| **Reason** | The name of the reason, as site staff see it when they record an expense. |

## Rules to know

- A reason cannot repeat. The system shows **Reason cannot be repeated**.
- You cannot delete a reason that was used in a posted expense. The system shows **Expense Vouchers have been posted with this reason.**
- You see **Edit** only with the Edit permission and **Delete** only with the Delete permission.

## If something goes wrong

| What you see | What to do |
| --- | --- |
| **Reason cannot be repeated** | Use the existing reason. |
| **Expense Vouchers have been posted with this reason.** | Keep the reason. Add a new reason for new expenses. |
| **Expense Reasons** is not in the menu | Ask your administrator for the View Other Masters and View Cash Expenses permissions. |

## Related pages

- [Debit / credit reasons](debitcredit-reason.md): a similar list for supplier notes.
- [Site monitoring masters](index.md): the order to set up the site lists.