--- title: Specify a Location on Expense Claim Items description: You can record the country that your expenses were incurred in. This is frequently used by agencies that need to reclaim the VAT from expenses incurred in countries that refund VAT taxes.    1. Naviga --- [Skip to content](https://knowledgebase.counta.com/knowledge/expense-claim-locations#main-content) English Show submenu for translations ![AccountAbility\_logo\_primary\_fullcolor-1.png\]](https://knowledgebase.counta.com/hs-fs/hubfs/AccountAbility_logo_primary_fullcolor-1.png?height=40&name=AccountAbility_logo_primary_fullcolor-1.png) - [COUNTA by Accountability](https://8829720.hs-sites.com/counta-by-accountability) Open main navigation Close main navigation - [COUNTA by Accountability](https://8829720.hs-sites.com/counta-by-accountability) - English Show submenu for translations How can we help you? - There are no suggestions because the search field is empty. 1. [COUNTA Help Center](https://knowledgebase.counta.com/knowledge?hsLang=en) 2. [Manage](https://knowledgebase.counta.com/knowledge/manage?hsLang=en) 3. [Expense Claims](https://knowledgebase.counta.com/knowledge/manage?hsLang=en#expense-claims) June 26, 2026 # Specify a Location on Expense Claim Items ## You can record the country that your expenses were incurred in. This is frequently used by agencies that need to reclaim the VAT from expenses incurred in countries that refund VAT taxes. ### Define Custom Data Type 1\. Navigate to **Set Up Files \> Custom Data** ![](https://colony-recorder.s3.amazonaws.com/files/2025-12-15/2bfe28ca-e622-4723-a1da-58e4d5f29311/user_cropped_screenshot_6e4e933b634a4b99aff9ff429f04426f_text_export.jpeg) 2\. Click **New Custom Data** button. ![](https://colony-recorder.s3.amazonaws.com/files/2025-11-28/8c8348c1-40fa-4d32-9a85-84115303d36f/user_cropped_screenshot_3a7cf923455540908737ce2d76514de6_text_export.jpeg) 3\. Select **Expense Location by Entity** or **Expense Location by Office** from the **Data Type field.** ![](https://colony-recorder.s3.amazonaws.com/files/2025-11-28/4fa288d3-ddfa-4e5d-b565-c1ff20c7454c/user_cropped_screenshot_b9f345ea2796408794c2244e35d1410c_text_export.jpeg) 4\. Enter the location, i.e., country in the **Text** field. In our example below, France is one of the valid locations a user can link their expense claim to. ![](https://colony-recorder.s3.amazonaws.com/files/2025-11-28/f094eb4b-01aa-44a1-a21d-d1b9f29c47ce/user_cropped_screenshot_9c169183cab544edb660b01390188c91_text_export.jpeg) 5\. 5. Link the entity or office in the **Entity** or **Office** fields. In our example above, we chose the **Expense Location by Office** option in the **Data Type** field. Therefore, we must specify an office for this France to be a valid location option. ![](https://colony-recorder.s3.amazonaws.com/files/2025-11-28/87140082-6e54-4e9a-9ac4-3724fc4a83e9/user_cropped_screenshot_d8c6fbbc76e44f1fbb77464cd7cd4363_text_export.jpeg) 6\. 6. Click **Save & Close** and repeat the above steps for each country. ![](https://colony-recorder.s3.amazonaws.com/files/2025-11-28/1e043c10-fa7a-443e-85d2-25b74c63e9a7/user_cropped_screenshot_4eaff5d841284f11ab3fc07f15da94e6_text_export.jpeg) ### Define Expense Claim Options 7\. Navigate to **Set Up Files \> Set Up Options** ![](https://colony-recorder.s3.amazonaws.com/files/2025-12-15/46d8020b-0735-4b31-a212-0b2089d855cc/user_cropped_screenshot_2662beba303a48f4bf144b9549c54271_text_export.jpeg) 8\. Click on the **Expense Management Rules** link. ![](https://colony-recorder.s3.amazonaws.com/files/2025-12-01/01e340a4-84a3-4bf2-b09b-0bfd438c4ab9/user_cropped_screenshot_8049e96bdbf04027896a5caa97369c57_text_export.jpeg) 9\. Select **Expense Claims Must be Assigned to a Location** from the **Rule Type** field. ![](https://colony-recorder.s3.amazonaws.com/files/2025-12-29/303991ac-76a5-48ea-bc50-86a22ca197bc/user_cropped_screenshot_e05c8af0a4e14374ae320c9d6fd6f2f0_text_export.jpeg) 10\. 3. Select an **Office** from the Office field to assign this rule ![](https://colony-recorder.s3.amazonaws.com/files/2025-12-01/2cfd0ed7-f1fa-4bb0-a4e5-92ffa7278c6b/user_cropped_screenshot_2aba86e0d1d14269ba186b37ad6de345_text_export.jpeg) Tip: **Notes:** 1\. The Office specified here for this specific rule is the employee office. 2\. This rule is only applicable from the **My Expenses** page. ### Record Expense Claims with Locations 11\. Navigate to **User Profile \> My Expenses** ![](https://colony-recorder.s3.amazonaws.com/files/2025-12-29/c07b352b-f3ff-44aa-b562-8c66652154f8/user_cropped_screenshot_6736572454034b71813b23048aead028_text_export.jpeg) 12\. 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