to review the available account numbers
before selecting the appropriate account. Use this screen to set up travel account groups during your initial configuration of Costpoint Travel or whenever you need to add new groups. Travel Account groups are logical groupings of accounts used to charge and post travel expenses. Each travel account group contains between one and four different accounts, each used for a separate purpose.
You must associate a travel account group with each expense type set up in the Maintain Expense Types table. The account group mapped to an expense type will determine the accounts to which those expenses are charged and from which the expenses are relieved. You can assign each expense type a different travel account group, or you can assign all expense types to a single travel account group, depending on your company's requirements.
The travel account group assigned to an expense type is based on a date range. For instance, if an expense type has multiple travel account codes assigned to it, each code must be assigned for a specific date range, which must not overlap with the date ranges assigned to other travel account groups for that expense type. There must also be no gaps in the date ranges for a given expense type.
Set up travel account group codes in this screen as one of the first steps in the Costpoint Travel initialization process, because travel account group data is required in the Maintain Expense Types screen, and may need to be entered in the Vendor Travel Info screen. Although you can add to, delete, or change the information in this screen at any time, use caution in the timing of your edits, because they can affect both the accounts used for posting transactions and the types of records included in system reports.
The travel account group code is a unique six-character identifier used to identify a specific collection of accounts. It is part of the two-part primary key on this table, and therefore must be unique.
Enter a description for the travel account group code in this required field. The description can be up to 30 characters in length. The description should be meaningful and unique with respect to the travel account group code.
Of the four transaction types, you must assign at least the Company Paid and Over Ceiling transactions to travel account groups. The account/organization you assign to these transaction types will be used in the posting process. The account that you assign to the Over Ceiling transaction type will be used by the expense report to record excess per diem amounts.
The available transaction types are: Expense Rpt Default, Company Paid, Third Party Paid, and Over Ceiling. You can use the Select/Deselect buttons to assign a transaction type to an account, organization, and project.
The account/org/project/reference number combinations associated with these four transaction types are linked to two or more expense types when you assign the travel account group code to the expense type(s) in the Link To Travel Account Group subtask of the Maintain Expense Types screen. These account/organization/project/reference number combinations then become the default account combinations for the associated expense types.
Account/Organization/Project/Ref1/Ref2 combinations mapped to a transaction type of Expense Rpt Default are used as defaults on the expense report. When the related expense type is charged in the Enter Expense Reports screen, this combination of account, organization, and possibly project and reference numbers will automatically default. You can override these values when entering the expense report. All fields are optional in this situation. You can set up an account only, an account/organization only, an account, organization, and project only, or you can fill in all the fields. The values you assign in this screen default when charging any expense type associated with this travel account group.
If you do not set up this transaction type, nothing defaults on the expense report. Many clients charge common accounts for travel expenditures, but use the home organization of the employee as the charging organization. In this instance, assign the Account to which the expense should be charged, but leave the Organization and Project blank. You can view the vendor's default organization in the Vendor Travel Info screen. Vendors who are assigned a default org in the Vendor Travel Info screen will have their vendor information default onto each expense report line when an expense report is entered.
The system uses Account/Organization/Project/Ref1/Ref2 combinations mapped to a transaction type of Company Paid to automatically generate a new line on the expense report during posting. This should be the Account/Organization/Project/Ref1/Ref2 to be credited for the company-paid portion of the employee's travel. The Company Paid transaction type is one of two transaction types that you must set up for each account group. The account/organization that you assign to this transaction type is used by the posting process. The system will display an error message if you set up a new travel account group without assigning a transaction type of Company Paid to that group.
The system uses Account/Organization/Project/Ref1/Ref2 combinations mapped to a transaction type of Third Party Paid to generate a line on the expense report to record credits for expenses paid by outside sources. The account or Account/Organization/ Project combination used on the expense report to create this entry is set up in this screen. You can set up an account only, an account/organization only, an account, organization, and project only, or you can fill in all fields. The values you assign in this screen default into the expense report when you have identified that this expense type was paid by an outside source. As before, it is the association of the expense type with the appropriate travel account group, that provides the appropriate account/org/project defaults in the expense report.
The system uses Account/Organization/Project/Ref1/Ref2 combinations mapped to a transaction type of Over Ceiling to generate a line on the expense report to record any over-ceiling amounts. You must set up the Over Ceiling transaction type even if you will not be using per diem ceiling calculations. When Costpoint flags amounts as over a company ceiling, the Account/Organization/Project/Ref1/Ref2 is charged for the over-ceiling amounts. The system adds a line to the expense report, charging the over-ceiling amount to the Account/Organization/Project/Ref1/Ref2 mapped via the travel account code to the selected expense type, and reducing the line originally charged.
You can set up an account/organization only, an account/organization/project only, or you can fill in all fields. You can designate your over-ceiling Account/Organization/Project/Ref1/Ref2 as either an employee receivable or a project unallowable.
For an employee receivable, do not post the expense report until you have entered a negative expense report line to offset the over-ceiling amount. The employee will not receive reimbursement for the excess over the expense ceiling. For a project unallowable, you will record the direct cost of the over-ceiling amount (and the related burden) to the project cost, but this amount will not be billed. The employee will receive reimbursement for the excess over the expense ceiling.
Click this button to assign a highlighted transaction type to a travel account group. This will designate a transaction type to be associated with a specific Account/Organization/Project/ Reference 1/Reference 2 combination.
Click this button to remove a highlighted transaction type from a travel account group.
Use this table to assign and store valid Account/Organization/Project/Ref1/Ref2 combinations. During the posting process, the system uses the Company Paid transaction type to automatically generate lines of data on the expense reports. If you are using per diem ceiling calculations, the system uses the Over Ceiling transaction type to generate an additional line on the expense report to charge the over-ceiling amounts. The other two transaction types are optional and are used by the Enter Expense Reports screen to create additional lines or provide defaults where the entry is performed. If you do not set up one of these accounts, the system will not perform the step on the Expense Report that uses this association.
The Company Paid transaction type requires that both an account and organization be entered. The Company Paid combination entered must be a valid account/organization. The account and organization entered must also be linked in the Maintain Account/Org Links screen in Costpoint General Ledger.
The transaction type description selected in the Transaction Type group box displays in this column. You cannot edit the Transaction Type, but you can delete it from a travel account group. The table window is sorted by this column.
Enter an account number to be associated with the travel account group
code. You can use to review the available account numbers
before selecting the appropriate account.
Enter an organization number to be associated with the travel account
group code. You can use to review the available organization
numbers before selecting the appropriate organization.
The organization that you have associated with the travel account group code for the Expense Rpt Default, Company Paid, Over Ceiling, or Third Party Paid transaction type, as applicable, will automatically display as a default in the Enter Expense Reports screen when you use the travel account group code from this table row. If you have not entered an organization for the travel account group code, this field will be blank in Enter Expense Reports screen. In this case, you can add a valid organization during data entry.
Enter a valid project number to be associated with the travel account
group code, if applicable. You can use to review the available
project IDs before selecting the appropriate project.
The project ID that you have associated with the travel account group code for the Expense Rpt Default, Company Paid, Over Ceiling, or Third Party Paid transaction type, as applicable, will automatically display as a default in the Enter Expense Reports screen when you use the travel account group code from this table row. If you have not entered a project ID for the travel account code, this field will be blank in the Maintain Expense Types screen. In this case, you can add a valid project ID during data entry.
This non-editable field displays the project name that was set up for the project in the Basic Info screen in Costpoint Project Setup.
This non-editable field displays the account name that was set up with the account in the Maintain Accounts screen in Costpoint General Ledger.
This non-editable field displays the organization name that was set up with the organization in the Maintain Org Elements screen in Costpoint General Ledger, if applicable.
Enter the valid Reference 1 number to be associated with the travel
account group code, as applicable. You can use to select
a number.
If you designated a different label for Reference 1 in the G/L Settings screen in Costpoint General Ledger, your label displays as the header for this column. If you did not set up a different label for Reference 1, Ref 1 automatically displays as the header for this column.
The Reference 1 number that you have associated with the travel account group code for the Expense Rpt Default, Company Paid, Over Ceiling, or Third Party Paid transaction type, as applicable, will automatically display as a default in the Enter Expense Reports screen when you use the travel account group code from this table row. If you have not entered a Reference 1 number for the travel account group code, this field will be blank in the Maintain Expense Types screen. In this circumstance, you can add a valid Reference 1 number during data entry.
Enter the valid Reference 2 number to be associated with the travel
account group code, as applicable. You can also use to
select a number.
If you designated a different label for Reference 2 in the G/L Settings screen in Costpoint General Ledger, your label displays as the header for this column. If you did not set up a different label for Reference 2, Ref 2 automatically displays as the header for this column.
The Reference 2 number that you have associated with the travel account group code for the Expense Rpt Default, Company Paid, Over Ceiling, or Third Party Paid transaction type, as applicable, will automatically display as a default in the Enter Expense Reports screen when you use the travel account group code from this table row. If you have not entered a Reference 2 number for the travel account group code, this field will be blank in the Maintain Expense Types screen. In this circumstance, you can add a valid Reference 2 number during data entry.
If you use Reference 1 numbers, this non-editable field displays the Reference 1 name that was set up with the Reference 1 number in the Maintain Ref Elements screen in Costpoint General Ledger, if applicable.
If you use Reference 2 numbers, this non-editable field displays the Reference 2 name that was set up with the Reference 2 number in the Maintain Ref Elements screen in Costpoint General Ledger, if applicable.