Costpoint Online Help

Using the Help Search
Using the Help Search
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Miscellaneous Tab

Use the Miscellaneous tab to specify miscellaneous configuration options, such as the UDT to be used in the expense report header, where to get the invoice date, and the last expense report number, and receipt and report options. These are system-wide settings.

General

Field Description
Foreign Reimbursement

Use the drop-down list to select how foreign currency amounts are converted. The values are:

  • Actual: If you select this option, the amount shown on the expense report will be exactly the amount that is reimbursed to the employee (regardless of your financial system's exchange rates).
  • Estimate: If you select this option, the amount shown on the expense report will be an estimate of the total amount that is reimbursed to the employee. The system calculates the exact amount using your financial system's exchange rates.
    Note: Foreign reimbursements are always made in US Dollars. The system downloads the employee's pay currency from Deltek Costpoint.
Header UDT

In the UDT field, click, then select the UDT you want to display in the header portion of the expense report, and click OK. Possible values are "None," and "UDT01" through "UDT15."

Note: Only UDTs being used (as set on the UDT Options Subtask screen) display as options.
Field Description
AP Invoice Date

Use the drop-down list to select the date you wish to use from the expense report as the Invoice Date on the AP Voucher. Valid values are:

  • Export Date: If you select this option, the date on which the expense reports are exported will be the Invoice Date on your AP vouchers in your financial system.
  • Submit Date: If you select this option, the date on which the expense report is submitted will be the Invoice Date on your AP vouchers in your financial system.
  • ER/Advance Date: If you select this option, the date that the user enters as an Expense Report Date will be the Invoice Date on your AP vouchers in your financial system.

This date could affect when the expenses are reimbursed to the employee.

Last Expense Report Number

Enter up to 10 characters for the value to be used as the starting number for expense reports. The last character must be numeric so the field can be incremented by 1 as expense reports are entered. Make the numeric portion large enough to handle the number of expense reports to be entered in your system.

For example, if you anticipate no more than 10,000 expense reports being used throughout the life of the expense report system, enter "ER0000." The first expense report entered is given Expense Report Number ER0001, the next is given ER0002, and so on. Once you are past ER9999, the system displays an error if you try to enter another expense report.

Allow Unauthorized Charges

Select the Allow Unauthorized Charges check box to enable you to view and use charges for which they are not authorized. Although these charges are not displayed on the Charge Lookup dialog box, you can manually enter them for an expense report or expense authorization.

If you selected the Direct Cost Point Access lookup option on the Charge Lookup Options tab of the General Configuration screen, the Allow Unauthorized Charges option is not available. Employees can only use charges for which they are authorized in Costpoint.

Allow User Override of Org in Expense Wizard

Select this check box if you want employees to have the ability to select a different Org when filling out the Expense Wizard portion of their expense report.

If you do not select this check box, the default Org will be the only available Org that the employee can use when filling out the Expense Wizard portion of the expense report.

Allow Org Entry in General Wizard

Select this check box to allow users to enter an Org in the General Wizard portion of the expense report. Depending on how the Charge Type is configured, the system can pull the Org from this field when the employee enters expenses.

Allow Submitter to Perform Charge Approvals

Select this check box if you want to allow the person submitting the expense report to perform the charge approvals in the Expense Wizard.

Query Field for UDF Fields

This field is clear by default. Select this check box to replace the standard Lookup for User Defined Values with a query field in the Manage/Approve Expense Reports screen. Replacing Lookup with the Query field enables users to more quickly locate specific values and improves search performance.

General Wizard Default Org

Use the drop-down list to select the default Org that is used when the employee fills out the General Wizard portion of the expense report. The valid values are:

  • Employee – The system uses the Org value from the most recent Employee History record.
  • Project User-Defined Value #1: The system uses the first User-Defined Value that has been set up for the Project.
  • Project User-Defined Value #2: The system uses the second User-Defined Value that has been set up for the Project.
  • Project User-Defined Value #3: The system uses the third User-Defined Value that has been set up for the Project.
  • None – No default value is entered by the system.

If the Allow Org Entry in the General Wizard check box is not selected, this drop-down list is disabled.

Expense Authorization

Field Description
Last Expense Authorization Number

Enter up to 10 characters for the value to be used as the starting number for expense authorizations. The last character must be numeric so the field can be incremented by 1 as expense authorizations are entered. Be sure to make the numeric portion large enough to handle the number of expense authorizations that will be entered in your system.

Note: For example, if you anticipate no more than 10,000 expense authorizations being used throughout the life of the expense report system, enter something like "EA0000." The first expense authorization entered is given Expense Authorization Number EA0001, the next is given EA0002, and so on. Once you are past EA9999, the system displays an error if you try to enter another expense authorization.
Tolerance %

Enter a tolerance percentage that can be used in conjunction with the authorization estimated amount and the actual amount spent on expenses. If the actual amount spent is within this tolerance percentage, the system uses the approvals that were done for the authorization in place of the approvals that should be done on the expense report.

Note: For example, if you set Tolerance % at 10% and the total amount of the expense authorization is $1,000.00, the system will use the authorization's approvals, but only if the expense report total is not more than $1,100.00.
Field Description
Receipt Storage Location Use Lookup to select the location where all receipt images will be stored.
Field Description
Traveler Location If you are using the Bar Code preprocessor, this field displays the directory location that will receive incoming Receipt Travelers. After the preprocessor examines the bar code printed on the Receipt Traveler, it renames the file with the Expense ID information gathered from the bar code and moves it to the Receipt Storage location. If the reprocessor can't read the bar code, it moves the Receipt Traveler to the Traveler Rejection Location directory.
Traveler Reject Location Enter the directory location that will receive Receipt Travelers rejected by the Bar Code preprocessor.
Image Examine Level Choose the image examination level. Option include 1-5, with 1 being the fastest and 5 being the most careful.

Defaults

Field Description
Number of My Expense Reports

Select the number of expense reports employees are able to see from their desktops. The valid options are "1" through "25." The system uses this value as the Default Screen value on the Defaults tab of the Employee Information screen.

Default Expense Class

Select the Expense Class that you wish to use as a default for new employee history records that are added or imported into the system. The available values are all expense classes set up on the Expense Classes screen in the Expense Setup menu.

Number of My Expense Authorizations

Select the number of expense authorizations employees are able to see from their desktops. The valid options are "1" through "25."  The system uses this value as the Default Screen value on the Defaults tab of the Employee Information screen.

Hide Voided Expense Reports on Desktop

Select this check box to hide from view voided expense reports in the MyExpenseReports section of the employee desktop.

Leave this check box unselected to display voided expense reports on the desktop.

Note: Employees can override this default setting for their individual desktops on the Preferences screen.
Hide Voided Expense Authorizations on Desktop

Select this check box to hide from view voided expense authorizations in the MyExpenseAuthorizations section of the employee desktop.

Leave this check box unselected to display voided expense authorizations on the desktop.

Note: Employees can override this default setting for their individual desktops on the Preferences screen.

Receipt Options

Field Description
Receipt Imaging

Use the drop-down list to determine whether the expense system will use the receipt imaging feature. Valid values are:

  • Standard: Your employees will have the option to scan receipts and attach them to expense reports.
  • Disabled: This feature is not used in Deltek Expense.
Gather Receipt Info at ER Sign

Select this check box if you want employees to enter receipt information when they sign their expense reports. If you select this check box, they must identify those receipts that have been submitted, those that are missing, and provide explanations if a required receipt has not been included.

Report Options

Field Description
Include Voucher Distribution Schedule on ER Print

Select this check box if you want to print the Voucher Distribution Schedule when printing the Expense Report Summary report.

Commitments

Field Description
Include Expense Authorizations in commitments at status

From the drop-down menu, specify the point at which expense authorizations will be considered a commitment. Choose from the following:

  • Submitted: Only expense authorizations with a status of “submitted” are included as commitments.
  • Approved:  Only expense authorizations with a status of “approved” are included as commitments.
Include Expense Reports in commitments at status

From the drop-down menu, specify the point at which expense authorizations will be considered a commitment. Choose from the following:

  • Submitted: Only expense reports with a status of “submitted” are included as commitments.
  • Approved:  Only expense reports with a status of “approved” are included as commitments.