Costpoint Online Help

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Import Options Tab

Use the Import Options tab to set up options for importing American Express, Visa, or Mastercard charges.

Identification Options

Use this group box to determine the starting and ending position in the credit card file that identifies the employee ID or provider ID. The credit card file is typically a flat file where each row represents an expense. Each field in the row has a purpose, and one of those purposes is providing the employee ID or the provider ID.

Field Description
Employee

In Position, enter the position number in the credit card file that contains the first character of the employee ID.

In Starting Position, enter the position number in the credit card file that contains the first character of the employee ID.

In Ending Position, enter the position number in the credit card file that is used for the last character of the employee ID. The actual employee ID may not take up all of the positions from the starting position to the ending position or may even be blank from row to row, but this number represents the allotted number of positions available for the employee ID.

In Compare To, use the drop-down list to select which field in Deltek Expense that the employee ID in the file should be compared to. The valid values are Employee ID, Government ID, Pay Method Reference, User Defined Field 1, User Defined Field 2, and User Defined Field 3.

Note: If you are not using the Employee User-Defined Field Labels on the Miscellaneous tab of the Configure General Settings screen, the User Defined Field options are not displayed.
Note: This field is available for AMEX only.
Provider

In Starting Position, enter the position number in the credit card file that contains the first character of the provider ID.

In Ending Position, enter the position number in the credit card file that is used for the last character of the provider ID. The actual provider ID may not take up all of the positions from the starting position to the ending position or may even be blank from row to row, but this number represents the allotted number of positions available for the provider ID.

In Compare To, use the drop-down list to select which field in Deltek Expense that the employee ID in the file should be compared to. The valid values are Provider Code, User Defined Field 1, User Defined Field 2, and User Defined Field 3.

Note: If you are not using the Provider User-Defined Field Labels on the Miscellaneous tab of the Configure General Settings screen, the User Defined Field options are not displayed.
Note: This field is available for AMEX only.

General Options

Field Description
Import as Multi-Currency

Select this check box if you are running Costpoint using the Multi-Currency option turned on, and you want the expenses in the file to be imported in their various currencies. Left unselected, the expenses are imported in each employee's base currency.

Amex File Size

From the Amex File Size drop-down list, select the desired import size for American Express credit card files. While the default of 5 megabytes (MG) is sufficient for most companies, other available choices are:

  • 10 MG
  • 20 MG
  • 40 MG
  • 80 MG

    Larger files take longer to import and require greater system resources, so if your company does not require large file sizes, you may want to use the default value (5 MG) for importing American Express charges.

Update Employee With Account Information

Select this check box to have the import link the Visa or Mastercard account number to the proper employee as a part of the upload.

The import updates Configuration > Resources > Resource Information > Pay Methods subtask with the information contained in the VISAVCF40 or Mastercard file.

Note: This field is available for Visa and Mastercard only.
Update Provider with Supplier Names

Select this check box if you would like the import of the VISAVCF40 or Mastercard to update the Expense > Expense Controls > Manage Providers > Supplier Names subtask with the names Visa or Mastercard uses for the company providing the services.

Note: This field is available for Visa and Mastercard only.

Filters

Field Description
Filter Type

Use this group box to determine whether expenses should be included or excluded as determined by the value contained in certain fields and the filters that you set up.

  • Include Expenses That Meet Filter — Select this option to include expenses that meet the filter that you set up.
  • Exclude Expenses That Meet Filter — Select this option to exclude expenses that meet the filter that you set up.
Filter Method

Use this group box to determine whether the rule applies to all filters or any filters.

  • All Filters — Select this option if the filter must meet ALL of the criteria filters that you have set up.
  • Any Filters — Select this option if the filter can meet ANY of the criteria filters that you have set up.

Override Wizard Mapping

Options in this section are available for AMEX only.

Field Description
Car Rental

From the Car Rental Wizard drop-down list, select Car Rental to map imported car rental expenses to the Car Rental expense type code. Or, if desired, select Other to map them to the Other expense type code.

By default, imported car rental expenses map to the Car Rental expense type code, but if your firm does not use this expense type, employees will not be able to view their car rental expenses unless the mapping is changed to Other.

Lodging

From the Lodging Wizard drop-down list, select Lodging to map imported lodging expenses to the Lodging expense type code. Or, if desired, select Other to map them to the Other expense type code.

By default, imported lodging expenses map to the Lodging expense type code, but if your firm does not use this expense type, employees will not be able to view their lodging expenses unless the mapping is changed to Other.

Transportation

From the Transportation Wizard drop-down list, select Transportation to map imported transportation expenses to the Transportation expense type code. Or, if desired, select Other to map them to the Other expense type code.

By default, imported transportation expenses map to the Transportation expense type code, but if your firm does not use this expense type, employees will not be able to view their transportation expenses unless the mapping is changed to Other.

Meals

From the Meals Wizard drop-down list, select Meals to map imported meal expenses to the Meals expense type code. Or, if desired, select Other to map them to the Other expense type code.

By default, imported meal expenses map to the Meals expense type code, but if your firm does not use this expense type, employees will not be able to view their meal expenses unless the mapping is changed to Other.