Use this screen to enter company-paid transactions posted in your old system, but for which you are still waiting to match and clear. Records entered in this screen are stored directly in the Matching table. These records will not be posted into Costpoint. After entering records in this screen, you can run the Match Company Paid Expenses application or use the Reconcile Unmatched Expenses screen to reconcile company-paid expenses with expense report lines.
Records you enter in this screen will not be posted in Costpoint. When you initialize Costpoint General Ledger, you should set up beginning balances for these accounts using the Maintain Non-Project Beginning Balances and/or Maintain Project Beginning Balances screens. (If you charge company-paid expenses to a clearing account, use the Maintain Non-Project Beginning Balances screen to enter the beginning balance for this account.) Please note that the beginning balance should be the balance at the beginning of the current fiscal year, regardless of where in the fiscal year you are now. If you are initializing at mid-year, you can enter a journal entry to record year-to-date costs in your General Ledger.
Reconcile the balance in your clearing accounts(s) with the unmatched expenses entered in this screen. This reconciliation should be a part of your monthly closing procedures.
Also use this screen to view, delete, and make limited edits to unmatched travel data posted in Costpoint. We recommend deleting only those items that will never be matched because of user entry error. Please do not delete items that actually need adjustment. When you save edited lines on this screen, the system produces a Yes/No/Cancel message asking if you want to save these changes to the original expense reports and company-paid invoices located in the Expense Report History and Company Paid History tables. If you choose not to save changes to the History tables, the system will not update these tables with any of your edits, and only the Matching table will contain this revised information. If you delete lines on this screen, no changes will be made to the original expense reports and company-paid invoices located in the Expense Report History and Company Paid History tables.
Do not enter unposted or unprocessed company-paid expenses or expense reports in this screen. Use the Enter Company Paid Expenses and Enter Expense Reports screens to enter new, unposted travel records. Records entered in these screens can be correctly posted through Costpoint. When entering new records in the travel data entry screens, however, make sure that the Account/Organization/Project/ Ref1/Ref2 combinations used are synchronized with the accounts for which you set up beginning balances for your old records.
Enter unmatched company-paid expenses and expense reports from your old system into this screen when initializing Costpoint Travel. Before entering these travel records, you should already have set up a beginning balance for your company-paid expense clearing account in the Maintain Non-Project Beginning Balances screen in Costpoint General Ledger. (You must have already set up the account in the Maintain Accounts screen before you can enter a beginning balance for it.)
Enter all unposted company-paid invoices and expense reports in their appropriate Costpoint Travel data entry screens (Enter Company Paid Expenses and Enter Expense Reports, respectively). After entering unmatched company-paid expense and expense report lines in this screen, you can match them using the Match Company Paid Expenses or the Reconcile Unmatched Expenses screens.
For purposes of recording travel expenses, a vendor can be an employee
or an outside vendor. To enter unmatched expenses for an expense report
or company-paid invoice, first enter the vendor in the Maintain Vendors
screen in Costpoint Accounts Payable. When you enter a vendor in the Maintain
Vendors screen, you will receive a prompt asking if the vendor will also
be used in Costpoint Travel. If you answer Yes, the vendor will automatically
be added to the Vendor Travel Info table. When you use 
in
the Vendor field,
the system searches the smaller, more manageable list of vendors in the
Vendor Travel Info table, rather than the thousands of other vendors you
may have. However, as long as the vendor is included in the main vendor
table, it can be used as the vendor for an unmatched record.
Enter the vendor ID or use to select one from those
displayed. Because Vendor
is a required field, you will not be able to 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.
If you are adding a new record, enter the type of travel record you want to create in this screen, or select it from the drop-down list. You can use this screen to enter either an expense report or a company expense (company-paid invoice).
If you choose Expense Report as the Record Type, the Voucher No group box will be disabled. If you choose Company Expense as the Record Type, the Expense Report group box will be disabled. In Query mode, the Record Type field is disabled for both system-created and user-entered records.
The fields in this group box are not editable for system-created records.
The drop-down list displays both open and closed fiscal years from the
Fiscal Years table in Costpoint General Ledger. Choose a fiscal year from
the list or enter the fiscal year to which you want to assign the expense
report or company-paid invoice. The fiscal year must exist in the Fiscal
Years screen in Costpoint General Ledger before you can assign an expense
report or company-paid invoice to it. This field is not editable for user-entered
records loaded using 
or 
.
The drop-down list displays both open and closed accounting periods from the Accounting Periods table in Costpoint General Ledger. Choose a period from the list or enter the period to which you want to assign the expense report or company-paid invoice. The period must exist in the Accounting Periods screen in Costpoint General Ledger before you can assign an expense report or company-paid invoice to it.
The drop-down list displays both open and Not Available subperiods from the Subperiods table in Costpoint General Ledger. Choose a subperiod from the list or enter the subperiod to which you want to assign the expense report or company-paid invoice. The subperiod must exist in the Subperiods screen in Costpoint General Ledger before you can assign an expense report or company-paid invoice to it.
Use the fields in this group box to assign both a number and a date
to the expense report you are currently entering. These fields are available
only if you select Expense Report as your Record
Type and if you are entering data in Update mode (for example, if
all data is completely new in this screen). These fields are not editable
for system-created records or for user-entered records loaded using or .
If you are adding a new expense report, enter an expense report number in this required field. (Expense report numbers can be alphanumeric.) Expense report numbers must be unique. The system validates that the expense report number entered in this field does not exist in the Expense Report Header, Expense Report Header History, Matching, or Matching History tables. This validation ensures that duplicate system-created and manually entered expense reports do not exist. If the system finds the expense report number in the tables listed above, you will not be able to save the record.
Enter a date for this expense report in date format (MM/DD/YYYY). The system date defaults into this required field. This field is not editable for system-created records.
Use this group box to assign a number and a date to the company-paid
invoice you are currently entering. These fields are available only if
you select Company Expense as your Record
Type and if you are entering data in Update mode (for example, if
all data is completely new in this screen). These fields are not editable
for system-created records or for user-entered records loaded using or .
If you are entering a new company-paid invoice, enter a voucher number in this required field. Voucher numbers must contain only numeric digits.
Unlike expense report numbers, the same voucher number can exist in two different fiscal years, but not in the same fiscal year. The system validates that the voucher number entered does not exist in the Company Header, Company Paid Header History, Matching, or Matching History tables for the same fiscal year. This validation ensures that duplicate system-created and manually entered company-paid invoices do not exist. If the system finds the voucher number in the tables listed above, you will not be able to save the record.
Enter a date for this expense report in date format (MM/DD/YYYY). The system date defaults into this required field. This field is not editable for system-created records.
Use this group box to keep track of the expenses you are entering in the table window.
If you are adding a new record, enter the total amount of the expense
report or company-paid invoice in this field. This field is not editable
for system-created expense reports or company-paid invoices viewed using
or .
The remaining balance is the difference between the header amount and the sum of the line amounts. The system calculates this running balance so you can easily see whether the invoice or expense report has lines missing or transactions unaccounted for. Because this field is automatically calculated by the system, you cannot edit it. In order to save the invoice or expense report, the Remaining Balance field must equal zero.
The source of the record displays in this non-editable field. For system-created
records (for example, those records that were entered and posted using
Costpoint), SYSTEM displays in this field. For records with a source code
of SYSTEM, only the Expense
Type, Traveler
ID, Traveler
Name, Trip
No, Trip
Start Date, Trip
End Date, Destination, Transportation
Code, and Ticket Number fields
are editable. These records must be loaded into this screen using or .
Records manually entered in this screen by users are identified by a
USER source code. All fields are editable for user-entered records, except
the Number field
when an existing USER record is loaded using or .
This field is required. The expense type determines the rate used to calculate the amount of the expense report or invoice, and represents the kind of travel (for example, Airfare, Per Diem, Unallowable Travel) the invoice or expense report line documents. You must first define expense types in the Maintain Expense Types screen, where you link them to specific travel account codes. You can enter the expense type manually, or use Lookup to select an expense type. After you enter an expense type, the system checks that the expense type exists in the Travel Expense Type table. The Expense Type field is editable for both system-created and user-entered records.
Enter the traveler's ID in this required alphanumeric column or use
to select one. The Traveler
ID column is editable for both system-created and user-entered records.
If you are entering an expense report, the vendor's ID defaults into this
column.
retrieves names and
IDs from those entered in Vendor Travel Info screen, the vendor is valid
as long as it is entered in the Maintain Vendors screen in Costpoint Accounts
Payable. Enter the traveler's name in this required column. The Traveler Name column is editable for both system-created and user-entered records. The vendor name (based on the Traveler ID) defaults into this column.
Enter the number of the trip, up to 10 characters long, in this required column. The Trip No column is editable for both system-created and user-entered records. Trip numbers are not auto-assigned or validated in this screen.
Enter the number of units, if any, that will be multiplied by the Rate to determine the amount of the travel voucher. If there are no units, tab out of this column to load zeroes as the number of units. This required field is not editable for system-created records.
If a rate was associated with an expense type, this non-editable column will display that rate. If the expense type was not associated with a rate, this field will display only zeroes.
The amount is the total cost of the line. You can enter the amount manually, or if you are using rate per unit, the system calculates it for you. Before you can save, you must enter an amount in this column. This required column is not editable for system-created records.
Enter the trip's start date in this optional column. This column is editable for both system-created and user-entered records.
Enter the trip's end date in this optional column. The system validates that the end date does not come before the start date. If it does, you will receive an error message. This field is editable for both system-created and user-entered records.
Enter the trip destination in this optional column. This column is editable for both system-created and user-entered records.
Enter an account number in this required column or use to display a list of accounts from which to choose. After
you have entered the account number and moved out of the column, 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.
The Account field
is not editable for system-created records.
Enter an organization number in this required column or use to display a list of organizations from which to choose.
After you have entered the organization number and moved out of the column,
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 Org Abbrev column.
The Organization
column is not editable for system-created records.
Enter a project number in this optional column or use to display and select a project. As you move to the next
column, the system validates that the fiscal year, period and subperiod
ending date is not later than the project end date. You will receive a
warning if the project fails this validation. If the system finds the
project number valid, it automatically populates the Proj
Abbrev column.
The Project column is not editable for system-created records.
Enter a transportation code up to six characters long from those you
defined in the Transportation Info screen, or use to display
and select one. If you enter the code in lower-case letters, they will
be displayed in upper-case on the screen. This required column is editable
for both system-created and user-entered records.
Enter a ticket number in this optional column. The ticket number can be any combination of numbers and letters up to 30 characters long. The Ticket Number column is editable for both system-created and user-entered records.
Use this optional column to provide a description of the transaction up to 30 characters long. This column is not editable for system-created records.
Enter a reference number for this charge line in this optional column. If you have designated a label for this column, it will display as the column heading. Reference numbers are not editable for system-created records.
Enter a reference number for this charge line in this optional column. If you have designated a label for this column, it will display as the column heading. Reference numbers are not editable for system-created records.
Enter an abbreviated code for the organization number up to six characters
in length, or use to view and select a code. If you enter
transactions by organization abbreviation, move this column before the
Organization column
to simplify data entry. When you enter the organization abbreviation code
first, the system automatically adds the organization number. This optional
column is not editable for system-created records.
Enter an abbreviated code for the project number up to six characters
in length, or use to view and select a code. If you enter
transactions by project abbreviation, move this column before the Project
column to simplify data entry. When you enter the project abbreviation
code first, the system automatically adds the project number. This optional
column is not editable for system-created records.
This column is not available for user entry. The system automatically displays the project name that was set up for the project in the Basic Info screen in Costpoint Project Setup. To edit the project name, you must do so in the Basic Info screen.
This column is not available for user entry. The system automatically displays the account name that was set up with the account in the Maintain Accounts screen in Costpoint General Ledger. To edit the account name, you must do so in the Maintain Accounts screen.
This column is not available for user entry. The system automatically displays the organization name that was set up with the organization in the Maintain Org Elements screen in Costpoint General Ledger, if applicable. To edit the organization name, you must do so in the Maintain Org Elements screen.
This column displays the reference 1 name when you enter the Ref 1.
This column displays the reference 2 name when you enter the Ref 2.