TRANSPORTATION INFO

Use transportation codes to define the types of transportation tracked at your company. Transportation types might commonly include such categories as Automobile, Airline, Rail, and so on. Initialization of this table is required.

Set up transportation codes in this screen as one of the first steps in the initialization process, because the Transportation Code field is available for data entry in the following screens:

• Enter Expense Reports

• Enter Company Paid Expenses

During data entry in the screens listed above, you can enter a transportation code to help identify the type of ticket number entered in the Ticket Number field. (The combination of the transportation code and the ticket number is used during the matching process.)

If you do not wish to establish different transportation codes, you will still need to set up one transportation code available for general use, such as DEF, GEN, 000000, and so on. We recommend that you establish multiple transportation codes based on your company's requirements. In addition to helping with the matching process, the ability to set up and track multiple transportation codes can be very useful when running standard reports or designing custom reports using Impromptu. You can use the Transportation Code as one of the selection criteria by which you can extract data from your database records.

Set up transportation codes in this screen as one of the first steps in the initialization process, before you begin to add expense report or company-paid expense data. You must set up at least one default transportation code. 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 the types of records included in system reports.

Table Window

Transportation Code

Enter up to six alphanumeric characters in this required field to identify the transportation code. The codes that you establish for use with your travel records should be specific to your company's requirements. There is no limit to the number of transportation codes that can be set up in this screen.

If you enter lower-case alphabetic characters for your code, the system will automatically convert your entry to upper-case when you save the transportation code, and will subsequently display and print the alphabetic characters as capitals.

Transportation Description

Enter up to 30 alphanumeric characters in this required field to provide the description for a transportation code. Although entering only a single character in this field fulfills the system requirement for a description, you will find it more beneficial to supply a meaningful description, because your entry will display when using on transportation codes and in reports that use this field.