for this vendor field, the system then searches
the smaller, more manageable list of vendors in the Vendor
Travel Info table, rather than the thousands of other vendors you
may have.This screen is one of the three major points of data entry for Costpoint Travel. Use this screen to create travel expense reports, which will later be made into travel vouchers by the Create/Post AP Vouchers screen. Costpoint creates one voucher for each expense report.
This screen uses data from a number of maintenance screens, listed below in the Timing section. You must set up these screens before using the Enter Expense Reports screen. You will not be able to save the expense report if required information is missing. All information entered in this screen is stored in the Expense Report Header and Expense Report Line tables. The system uses these tables to update the Voucher Header History, Voucher Line History, and Voucher Line Account tables. In addition, when you create and post A/P vouchers from expense reports, every expense report line is copied to a matching table, where it will later be matched with company-paid expenses.
Use this screen only after you have you have defined your initial settings in the following screens:
Travel Settings
Vendor Travel Info
Maintain Travel Account Groups
Maintain Expense Types
Transportation Info
Changes made to this screen after initial saving will be used to update the Expense Report Header and Expense Report Line tables.
For purposes of recording travel expenses, a vendor can be an employee
or an outside vendor. To enter an expense report, you must first enter
the vendor in the Maintain Vendors screen in Costpoint Accounts Payable.
When you enter a vendor in that screen, you will receive a prompt asking
if the vendor will also be used in Costpoint Travel. If you answer Yes,
you will be able to enter a default organization for the vendor, and the
vendor will automatically be added to the Vendor
Travel Info table. If a vendor already exists in A/P, but not yet
as a travel vendor, enter the vendor in the Vendor Travel Info screen.
When using for this vendor field, the system then searches
the smaller, more manageable list of vendors in the Vendor
Travel Info table, rather than the thousands of other vendors you
may have.
Enter the vendor ID or use to select one. Because Vendor is a required
field, you cannot save if you do not enter a vendor ID. Once you enter
the vendor ID, the vendor's 25-character name and six-character location
display in the two non-editable fields to the right.
Enter a voucher number if the voucher setting is set to manual numbering (if the Manual option is selected in the A/P Voucher Settings screen in Costpoint Accounts Payable).
An expense report can have Selected or Unselected status. The Status field defaults to Unselected. An expense report with this status cannot become an A/P Voucher. In order to make the expense report available for A/P voucher creation, choose Selected from the drop-down list. Note that S and U are used in the Query table to represent Selected and Unselected.
The Approved check box is not yet functional in Costpoint. Costpoint will process each expense report as if it is approved.
Select this check box to allow automatic application of travel expenses to travel advances for each expense report you enter. This check box will be available only if you have selected either the Trip No or the Advance Date option in the Travel Settings screen. If you selected the Manual option in the Travel Settings screen, this check box will be disabled.
Leave this field blank if you want the system to auto assign the expense report number. Expense report numbers are assigned according to the number in the Last Expense Report Number field in the Travel Settings screen. When you save, the system retrieves the maximum number already assigned to an expense report or expense report request, adds one, and assigns this number to the expense report. This number is then stored as the Last Expense Report Number in the Travel Settings screen. If the expense report number already exists, however, the system retrieves the highest voucher number already saved, adds one, and asks if you would like to choose this number instead. You can decline the system's new number, but if you enter another number of your own, it must be unique.
Today's date defaults in this required field. You can edit this date as necessary. Each date must have eight digits.
Enter the total amount for this expense report, before advances have been applied. This field is required and must match the sum of the Total Amount column in the Table Window. If the two amounts do not match, you cannot save the expense report.
The system calculates the due date based upon the pay vendor's default terms assigned in the Maintain Vendors screen in Costpoint Accounts Payable. Should the default due date be overridden, you will receive a message asking if you would like to continue using the pay vendor's default terms for calculating the due date or the due date just entered for the remainder of transactions in this data entry session. A due date is always required.
Enter, or use the drop-down list to select, the year to which you want to assign the expense report. The drop-down list displays only open fiscal years from the Fiscal Years table in Costpoint General Ledger. Expense reports cannot be assigned to closed fiscal years.
Enter, or use the drop-down list to select, the period to which you want to assign the expense report. The drop-down list displays only open accounting periods from the Accounting Periods table in Costpoint General Ledger. You cannot assign expense reports to closed accounting periods.
Enter, or use the drop-down list to select, the subperiod to which you want to assign the expense report. The drop-down list displays only open subperiods from the Subperiods table in Costpoint General Ledger. You cannot assign expense reports to subperiods that are not available.
The system automatically increments line numbers with each new line. This is a display-only field.
From the drop-down list, select who paid the expenses on the expense report. This is a required field. The default is E (Employee). Other possible choices include C (Company-Paid) and O (Other). This column can be edited. Lower-case letters will be displayed on the screen as upper case.
The system applies advances only against charges with an Paid By code of E. If a record is paid by the company (Paid By code of C), the following will occur:
This information will be copied into the Matching Table when the expense report is posted.
Lines will be auto generated as part of the Create/Post A/P Vouchers program to reduce the balance in the account used to charge company-paid expenses in the General Ledger and reduce the amount owed to the employee on the voucher.
Enter the number of the trip, up to 10 characters long, in this required field. Trip numbers are not auto-assigned or validated in this screen, but the automatic matching program uses this field to match company-paid expenses to expense report lines. The trip number from the previous line defaults into new and inserted lines.
The expense type determines the rate used to calculate the amount of
the expense report, and represents the kind of travel (for example, Airfare,
Per Diem, Unallowable Travel) the expense report line documents. You must
first define expense types in the Maintain Expense Types screen, where
you will use the Link to Travel Account Group subtask to link them to
specific travel account codes. You can enter the expense type manually,
or use to select an expense type. After you enter an expense
type, the system checks that the expense type exists in the Maintain Expense
Types screen. If it does, the system then goes to the Vendor
Travel Accounts table (Vendor Travel Info screen) to find the associated
travel account code. After the system finds this code, it checks the Travel Account Code table (updated by
the Maintain Travel Account Groups screen) to find the Account/Organization/Project/Ref1/Ref2
combination associated with the expense type. When you tab out of this
field, the system populates the Rate
field. If the expense type is mapped to the travel account code, Expense
Rpt Default, tabbing out of this field also populates the Account,
Organization,
Project, Account Name, Organization Name, Project
Name, and Ref
1 and Ref
2 fields with your default information.
These defaults are valid only for the dates you entered in the Link to Travel Account Groups subtask of the Maintain Expense Types screen. If the transaction date (the date in the Expense Report group box) falls outside the dates you assigned to the expense type, you will not be able to use the expense type for this expense report.
Enter an account number in this required field, or use to select one. If the expense type you entered was mapped
to a travel account code of Expense Rpt Default, the default account will
already be displayed here. If you do not want to use the default account,
enter another account number. After you have entered the account number
and moved out of the field, the system validates that the account is not
a summary account, that the account is active, and that the fiscal year,
period, and subperiod are open for charging to the account. If the account
fails any of these validations, the system displays a message asking you
to correct the account number. If the system finds the account number
valid, it automatically enters the account name in the Account
Name field.
If you set up project account abbreviation codes in the Project Account Groups screen in Costpoint Project Setup, you should move the Project and Project Acct Abbrev fields before Account and save the new table order. Entering the project number and project account abbreviation code first automatically defaults the account number assigned to the project account abbreviation in the Project Account Groups screen.
Enter an organization number in this required field or use to select one. If you set up a default account/organization/project
combination for this vendor in the Maintain Vendors screen in Costpoint
Accounts Payable, the organization number will already be displayed here.
If you do not want to use the default organization, enter another organization
number. After you have entered the organization number and moved out of
the field, the system validates that the organization is active and that
the fiscal year, period, and subperiod are open for charging to the organization.
If the organization fails any of these validations, the system displays
a message asking you to correct the organization number. If the system
finds the organization number valid, it automatically populates the Organization Name and
Org Abbrev fields.
If you selected the Default to Owning Org check box in the Basic Info screen in Costpoint Project Setup, you should move the Project field before this field and save the new table order. Entering the project number automatically fills the Organization field with the number of the organization that owns the project. (This is the organization to which all the project's revenues and profits go. The Owning Org is also set up in the Basic Info screen). You can edit this organization as necessary.
If you plan to use project account abbreviation codes or if you want
the Owning Org of the project to default into the Organization
field, move the Project
and Project Acct
Abbrev fields before the Account
and Organization
fields, then save the new table order. Enter a project number or use to select a project. If you set up a default project for
this vendor, it will be displayed automatically on the first line. As
you move to the next field, the system will validate that the fiscal year,
period, and subperiod ending date is not later than the project end date.
The system displays a warning if the project fails this validation.
If you selected the Default to Owning Org check box in the Basic Info screen in Costpoint Project Setup, the number of the organization that owns this project will default into the Organization field. (This is the organization to which all the project's revenues and profits go. The Owning Org is also set up in the Basic Info screen).
The project of the previous line defaults to all new and inserted lines.
Enter the project account abbreviation code (up to six digits long),
if any, or use to select one. Project account abbreviations
are set up in the Project Account Groups screen in Costpoint Project Setup.
Every project-required account is assigned to a particular project account
group in this screen, such as GOV for government projects, or INV for
inventory projects. When you set up projects in the Basic Info screen
in Costpoint Project Setup, they are also assigned to these account groups.
After you enter the project number and the project account abbreviation
here, the system finds the account group linked to the project and looks
for the account number designated by the project account abbreviation
code. When it finds the account, it defaults the account number into the
Account field. If
you change the default account, you receive a warning that the account
has changed when you add a new line, but you can save. If you change the
project number, or the project account abbreviation code, the system will
default the new account number into the Account
field as well. If the project account abbreviation does not exist in the
project account group to which the project is assigned, you will not be
able to save.
The project of the previous line repeats to all new and inserted lines.
Use this optional field to provide a description of the transaction up to 30 characters long. The description associated with the expense type defaults into this field. The description of the previous line defaults to new and inserted lines.
In this required field, enter the number of units that will be multiplied by the rate to determine the amount of the travel voucher. If there are no units, enter a zero. Changes in this field will lead to the recalculation of both the Total Amount and the Sales Tax Amt.
If a rate was associated with an expense type, this non-editable field displays that rate. If the expense type was not associated with a rate, this field will display only zeroes.
This amount represents the amount of the travel advance line before any sales tax is added. You can enter the amount manually, or, if you are using rate per unit, the system calculates it for you. An amount must be entered before the system will allow you to save.
Enter the trip destination in this optional field. The destination of the previous line defaults as the destination for new and inserted lines.
Select this check box if you want the line stored as 1099 income. By default, this check box is selected and is used in Costpoint Accounts Payable for 1099 processing.
Enter, or use to select, a 1099 Type. To enable this
column, you must have selected the 1099
check box.
Select this check box if the line contains a relocation item.
Enter, or use to select, a reimbursement code for this
relocation item. To save this reimbursement code, the Relocation
check box must be checked. These codes are maintained in the Maintain
Relocation Reimbursements screen.
Enter the trip's start date here. The start date of the previous line defaults to new and inserted lines.
Enter the trip's end date here. The system ensures that the end date does not come before the start date. If it does, you will receive an error message. The end date of the previous line defaults to new and inserted lines.
The vendor name defaults into this required field. If you want to change
the traveler ID from the default, enter the name manually, or use . Traveler IDs must be for valid vendors or you will not be
able to tab out of the field. Although retrieves names from
those entered in the Vendor Travel Info screen, the vendor is valid as
long as it is entered in the Maintain Vendors screen in Costpoint Accounts
Payable.
This field is the same as the Taxability field on the Enter A/P Vouchers screen in Costpoint Accounts Payable or the Sales/Use/Non Taxable field in the Enter Company Paid Expenses screen. It defaults to N (Non-Taxable). If the expense report line is taxable and the vendor has charged sales tax, enter an S. If the expense report line is taxable but the vendor did not charge sales tax, the company still owes tax to the state. This tax, called use tax, is paid directly to the state by the company, but is otherwise no different from sales tax. To designate use tax for an item, enter a U in this field. The system then accrues the applicable use tax by multiplying the Cost Amount by the Tax Rate. The Tax Rate is determined in turn by the tax code entered in the Sales Tax Code field. When a voucher is created from this expense report, the Use Tax Amt will be posted to the General Ledger as an accrual.
Tax code status defaults from the Maintain Vendors screen in Costpoint Accounts Payable. To override the default, enter a valid code. These codes are maintained in Costpoint System Administration. If you entered an N in the Taxable field, this field will not be available.
The system calculates this number based on the Taxable and the Sales Tax Code fields. If there is an S in the Taxable field, the system multiplies the Cost Amount by the rate determined by the Sales Tax Code. If the sales tax amount is different from the sales tax amount actually charged due to differences in rounding, you can manually override this field by entering the correct amount.
If the Taxable field contains a U, the system calculates the use tax amount by multiplying the value in the Cost Amount field by the tax Rate. The system automatically generates a use tax accrual when the Voucher Distribution is posted.
The system calculates the total amount by adding Sales Tax Amt to Cost Amount. Therefore, changes to either of these fields will result in the recalculation of the Total Amount. The sum of all the total amounts on the expense report must equal the amount in the header, or you will not be able to save.
This non-editable field defaults the account name when you enter the Account.
This non-editable field defaults the organization name when you enter the Organization.
This non-editable field defaults the project name when you enter the Project.
Enter a reference number for this charge line. If you have designated a label for this field, it will display as the field heading.
Enter a reference number for this charge line. If you have designated a label for this field, it will display as the field heading.
This display-only field defaults the reference 1 name when you enter the Ref 1.
This display-only field defaults the reference 2 name when you enter the Ref 2.
Enter a transportation code, up to six characters in length, from those
you defined in the Transportation Info screen, or use to
select one. If you enter the code in lower-case letters, they will be
displayed in upper case on the screen. If the system cannot find the code
in the Transportation Info table
or if you have not entered a code, you cannot move on to the next field.
Enter a ticket number if there is one. The ticket number can be any combination of numbers and letters up to 30 characters.
Enter notes, up to 254 characters in length, concerning the expense report line.
Enter an abbreviated code for the organization number, up to six characters
in length, or use to select a code. If you enter transactions
by organization abbreviation, you should move this field before Organization
to simplify data entry. When you enter the organization abbreviation code
first, the system adds the organization number.
Enter an abbreviated code for the project number, up to six characters
in length, or use to select a code. If you enter transactions
by project abbreviation, you should move this field before Project
to simplify data entry. When you enter the project abbreviation code first,
the system adds the project number. The project abbreviation of the previous
line defaults to new and inserted lines.
The remaining balance is the difference between the header amount and the sum of the lines (for example, the sum of the total amounts). The system calculates this running balance so you can easily see if the advance request has lines missing, or transactions for which you have not accounted. Because it is automatically calculated by the system, you will not be able to edit this field. You cannot save the advance request unless the Remaining Balance field equals 0.
Click this button to open the Apply Advances subtask.
Click this button to open the Header Info subtask.
Click this button to open the Address subtask.
Click this button to open the Expense Detail subtask.