Export ERs / Advances Screen

Use the Export ERs / Advances screen to export expense reports and advances to staging tables.

Whether an expense report is exported when approved, or when approved and receipts received, depends on the expense report type.

The expense report and advance transactions remain in these staging tables for pickup, or the export application may call a Transformer that will transform the table entries into a specific ASCII layout. For more details, see Export Transformer.

Attention: You can also review the "Import and Export Data" chapter in the Time & Expense Technical Guide for more information.

Location

To display the Export ERs/Advances screen, complete the following step:

1. Click Time & Expense > Expense > Expense Interfaces > Export ERs/Advances.

Contents

Options

Field	Description
Costpoint Company	If the Costpoint Multicompany check box is selected in the General Configuration screen, this field is displayed. Because Costpoint can receive expense reports or advances only for one company at a time, use to select the Costpoint company to which you want to export.
Batch ID	Enter up to 10 characters for a unique export batch identifier. If the batch ID has already been used, the system displays an error message. Batch ID is a required field. If you do not supply an ID, the system displays an error message. Note: If the export is transformed to an ASCII file, the Batch ID will be part of the name of the file. See Export Transformer for further information.
Expense Reports	Select the Expense Reports check box if you are exporting expense reports.
Advances	Select the Advances check box if you are exporting advances.
Subcontractor Export	Selecting this check box enables prime contractors to export approved subcontractor expense reports to Costpoint.
Export Directly to Costpoint	Select this check box to export expense reports directly to Costpoint.
Export File	This read-only field displays the name of the export file. The location where the file is saved displays as a prefix to the filename. The location is configured in Time & Expense > Configuration > General Controls > Configure General Settings..
File Name	This field displays the name of the file taken from the Batch ID field.

Expense Report Options

Use the fields in this section to set a date range for the export and to select reports you want to include.

Expense Dates

Field	Description
Start Date	Enter the start date for which you want to select expense reports. The application compares this date to the expense report date. An expense report dated on or after this date will be selected for export if it matches the other criteria. This field is optional. If you leave this field blank, the export process will select expense reports using other criteria.
End Date	Enter the end date for which you want to select expense reports. The application compares this date to the expense report date. An expense report dated on or before this date will be selected for export if it matches the other criteria. This field is optional and defaults to the current date. Note: If you want to clear the End Date, click and then click the Clear button.
Include	Use the Include drop-down list to select whether you are exporting regular expense reports, expense reports that have been corrected, or both types of expense reports. When you export correcting expense reports, Deltek Expense exports the expense reports that contain the new changes, including any expense amounts payable to the employee, as well as a correcting report, which backs out the information contained in the original expense report. For example, an expense report is processed for $500.00, and the employee later submits a correcting expense report for $600.00. Upon export, the corrected expense report generates a $600.00 voucher, but the Corrections table generates a voucher for -500.00, backing out the original expense amount. The employee then receives the difference between the two vouchers, or in this case $100.00. To learn more about the Correct Expense reports feature, see Concept Topic: Correcting Expense Reports.

Advance Dates

Field	Description
Start Date	Enter the start date for which you want to select advances. The application compares this date to the advance date. An advance dated on or after this date will be selected for export if it matches the other criteria. This field is optional. If you leave this field blank, the export process will select advances using other criteria.
End Date	Enter the end date for which you want to select advances. The application compares this date to the advance date. An advance dated on or before this date will be selected for export if it matches the other criteria. This field is optional and defaults to current date. Note: If you want to clear the End Date, click and then click the Clear button.

Report Check Boxes and Refresh Buttons

Field	Description
Export to Costpoint Options	Use these fields to enter the appropriate parameters for exporting expense reports directly to Costpoint: Fiscal Year Period Subperiod Rate Group For detailed documentation of these fields, see online help for Accounting > Accounts Payable > Accounts Payable Interfaces > Import TE Expense/Advances.
Print Options	Select the box next to each report you want to include. Choose from the following: Include Expense Summary Include Expense Detail Include Voucher Distribution Include Receipt Traveler Include Charge Allocation Include Advance
Refresh Groups	Click Refresh Groups to load group information, or to refresh the group information if you change any of the report settings.
Refresh Others	Click Refresh Others to load group information, or to refresh the group information if you change any of the report settings.

Expense Groups

Click Refresh Groups to load the table data.

Field	Description
Selected	A check mark indicates a row is selected and will be included when exporting results. Click the check box to select or clear a row.
Group	This column displays the groups that meet the criteria you selected for the selected functional role. The available employee groups are those that you supervise. If employees in an Employee Group do not have any expense reports ready to export, that group is not listed. If one employee has even one expense report that is ready for export, that Employee Group is available.
Type	This field displays the functional role for that group.
Select All	Click Select All to select all displayed groups.
Deselect All	Click Deselect All to deselect all displayed groups.

Advance Groups

Click Refresh Groups to load the table data.

Field	Description
Selected	A check mark indicates a row is selected and will be included when exporting results. Click the check box to select or clear a row.
Group	This column displays the groups that meet the criteria you selected for the selected functional role. The available employee groups are those that you supervise. If employees in an Employee Group do not have any advances ready to export, that group is not listed. If one employee has even one advance report that is ready for export, that Employee Group is available.
Type	This field displays the functional role for that group.
Select All	Click Select All to select all displayed groups.
Deselect All	Click Deselect All to deselect all displayed groups.

Expense Classes

Click Refresh Others to load the table data.

Field	Description
Selected	A check mark indicates a row is selected and will be included when exporting results. Click the check box to select or clear a row.
Expense Class	This column displays the expense classes that have employees with expense reports that can be exported.
Select All	Click Select All to select all displayed classes.
Deselect All	Click Deselect All to deselect all displayed classes.

Advance Classes

Click Refresh Others to load the table data.

Field	Description
Selected	A check mark indicates a row is selected and will be included when exporting results. Click the check box to select or clear a row.
Expense Class	This column displays the expense classes that have employees with advances that can be exported.
Select All	Click Select All to select all displayed classes.
Deselect All	Click Deselect All to deselect all displayed classes.

Expense Report Types

Click Refresh Others to load the table data.

Field	Description
Selected	A check mark indicates a row is selected and will be included when exporting results. Click the check box to select or clear a row.
Expense Report Type	This column displays the expense classes that contain expense reports of the type that can be exported.
Select All	Click Select All to select all displayed classes.
Deselect All	Click Deselect All to deselect all displayed classes.

Advance Report Types

Click Refresh Others to load the table data.

Field	Description
Selected	A check mark indicates a row is selected and will be included when exporting results. Click the check box to select or clear a row.
Expense Report Type	This column displays the classes that contain advances of the type that can be exported.
Select All	Click Select All to select all displayed classes.
Deselect All	Click Deselect All to deselect all displayed classes.

Screen Buttons

Field

Description

Print/Export Expense

On the Process () menu click Print/Export Expense to update the appropriate staging tables with the information collected and to print selected reports. Note: Advances are included only from expense authorizations that have a status of Approved, and do not have a status of Processed. Before beginning, Deltek Expense marks expense reports and advances that meet the selection criteria as unavailable so that they cannot be changed while the process is executing. For expense report or advance records to meet the selection criteria for processing, the following conditions must be met: It must meet the export criteria for expense report types Approved or Approved and Receipts. It must fall within start and end date range. The employee must be a member of the selected class. The employee must be a member of selected group. The type for the expense report or advance must be one of the selected types. It must be available, that is, it cannot be part of an already running export process. If you use Costpoint Multicompany, the employee for that expense report or advance must have been assigned to the appropriate Costpoint company when the expense report or advance was created. If the export process completes normally, the system displays a message indicating that the process completed successfully. Note: If a batch in the process stage is aborted, it will be rolled back automatically.