Add Departments

If you have different departments and teams in your company, you can add them as departments in Zoho Expense and assign the departments to the respective users to them.

You can view the users who belong to a particular department in the Departments page and all the expenses they create will be associated to that department by default. To view the expenses incurred under a department, the admin can run the Expenses by Department report under the Analytics section. You can also assign a department head for each department, and configure workflows such that a notification will be sent to the department head on submission or creation of an expense report.

To add the departments in Zoho Expense:

Click Admin View.
Go to Settings on the left sidebar.
(OR)
Click the Gear icon at the top right side.
Go to Departments under Users and Control.
Click the + New Department at the top right corner.
Enter the necessary details such as Department Name, Department Code, etc.
Select the Department Head from the dropdown.
Click Save. A new department will be created. You can then assign this department to the users.

Pro Tip:

You can set up custom approval and let the users of a department submit their transactions to the Department Head for approval.

Import Departments

You can import departments in the following formats:


CSV - Comma Separated Values	TSV - Tab Separated Values

To import departments:

Click Admin View.
Go to Settings on the left sidebar.
(OR)
Click the Gear icon at the top right side.
Go to Departments under Users and Control.
Click the More icon at the top right corner of the page.
Select Import Departments.
In the first step, drag and drop a file or choose a file from your desktop or a cloud account.
If you want to upload another file instead of the selected file, click Replace File and choose another file.
Click Next.
In the next step, the best match for each field in Zoho Expense will be auto-mapped with the fields in the imported file. If there are unmapped fields, you can map them manually.
If you want to save the mapping for future use, mark the Save these selections for use during future imports option. Click Next.
The data in the unmapped fields will not be imported into Zoho Expense. If you want to map those fields, click Previous and map the unmapped fields.
Once you have mapped all the relevant fields, click Import to import departments into Zoho Expense.

Assign the Newly Created Departments to Users

The departments that you have created can be assigned to the respective users. To assign the department to a user:

Click Admin View.
Go to Settings on the left sidebar.
(OR)
Click the Gear icon at the top right side.
Go to Users under Users and Control.
If you want to assign a department while inviting a user, click + New User at the top right corner.
Enter the Name, Employee ID, and Email Address of the user. Select the department for the user from the Department dropdown. Click the Add button. An invitation will be sent to the user’s email address.
If you want to assign the department to a user who has already been invited, click the More icon at the right corner of the user for whom you want to assign the department.
Select Edit.
Assign a department from the Department dropdown.
Click Save. The user will be assigned to the selected department.

Note: If you would like to add users to a department who are not a part of your Zoho Expense organisation:

Click Admin View.
Go to Settings on the left sidebar.
Go to Departments > select a department > click + New User at the top right corner of the page.
Enter the Name, Employee ID, and Email Address of the user.
Click Add. An invite will be sent to the email address of the user. Once the user accepts the invitation, the user will be associated to the respective department and will be able to access Zoho Expense.

Assign Departments to Users in Bulk

You can assign departments to more than one user at a time. To do this:

Click Admin View.
Go to Settings on the left sidebar.
(OR)
Click the Gear icon at the top right side.
Go to Users under Users and Control.
Select the required users and click Bulk Update.
Select a Department.
Click Save. All the users will be assigned to the selected department.

Edit Department

If you want to make changes to the department name and other details, you can edit it. To edit:

Click Admin View.
Go to Settings on the left sidebar.
(OR)
Click the Gear icon at the top right side.
Go to Departments under Users and Control.
Hover over the department you want to edit and click the More icon at the right corner of the department.
Select Edit.
Make the necessary changes and click Save. The department’s details will be updated with new changes.

Delete Department

You can delete the departments you have created in Zoho Expense. However, you cannot delete the departments that are already assigned to users. Instead, you can edit the users, remove the associated department from the users, and then delete the department.

To delete a department:

Click Admin View.
Go to Settings on the left sidebar.
(OR)
Click the Gear icon at the top right side.
Go to Departments under Users and Control.
Hover over the department you want to delete and click the More icon at the right corner of that department.
Select Delete.
In the popup that opens, click Delete to delete the department.