Car Rental Details

Use the Details Tab to enter details about the car rental expense.

Tab Fields

Field	Description
Location	The Location field only displays if the Expense Report Type and Expense Type track multiple locations. Select the location from the drop-down list to which you are applying this portion of your car rental. When you select a location, Start Date, End Date and Comments (if you added any for the location) default.
Expense Date	To select a date, enter it manually, or select a date from the calendar that displays below the field. In the two-month view, the calendar displays the default month and date on the right and the previous month on the left. Click the arrows at the top of the calendar to change the month. The value you enter must be valid date format, which are numeric characters. The date format is "MM/DD/YYYY." This field is required regardless of the Expense Type selected.
Merchant	If you selected an outstanding expense that included merchant details, this field auto-populates, but the merchant information is not editable. The field is editable for manually added expenses.
Provider	Use the drop-down box to select the provider used for this car rental expense. This field is required, if displayed. It is available only if the expense type has been configured to require it.
Short Description	This field defaults a description of the expense type. It is used in the Description field of the AP Voucher and the information displayed in the field is determined by the configuration of the expense type. This field is non-editable and displays regardless of the expense type selected.
Itinerary	Enter your itinerary in this field (e.g., "Washington, DC to Dallas, TX" or "Washington, DC /Dallas TX/San Francisco, CA"). This field is required regardless of the expense type selected, and displays only if the Itinerary check box is selected for this expense type in the Required Fields group box in the Input Options tab on the Expense Types screen.
Comments	Use this optional field to enter any comments regarding this expense. This field is non-editable if the expense is an outstanding expense and the Comments have already been entered.
Agreement Number	Enter the agreement number that was used for this car rental expense. This field is required, if displayed. It is available only if the expense type has been configured to require it. This field is non-editable if the expense is an outstanding expense and the Agreement Number is already filled out.
User Defined #1	The function and purpose of this field is determined by your system administrator. Typically, this field either displays as a drop-down menu, where you must select a pre-determined value, or it is an edit field, where you can directly enter the requested information. If validation attributes have been assigned to this field, you may possibly receive warning or error messages.
User Defined #2	The function and purpose of this field is determined by your system administrator. Typically, this field either displays as a drop-down menu, where you must select a pre-determined value, or it is an edit field, where you can directly enter the requested information. If validation attributes have been assigned to this field, you may possibly receive warning or error messages.
User Defined #3	The function and purpose of this field is determined by your system administrator. Typically, this field either displays as a drop-down menu, where you must select a pre-determined value, or it is an edit field, where you can directly enter the requested information. If validation attributes have been assigned to this field, you may possibly receive warning or error messages.
Start Date	To select a start date for this car rental expense, enter it manually, or select a date from the calendar that displays below the field. In the two-month view, the calendar displays the default month and date on the right and the previous month on the left. Click the arrows at the top of the calendar to change the month. The value you enter must be valid date format, which are numeric characters. The date format is "MM/DD/YYYY." This field is required regardless of the expense type selected. This field is non-editable if the expense is an outstanding expense (if it came from a credit card feed) and the Start Date is filled out.
End Date	To select an end date for this car rental expense, enter it manually, or select a date from the calendar that displays below the field. In the two-month view, the calendar displays the default month and date on the right and the previous month on the left. Click the arrows at the top of the calendar to change the month. The value you enter must be valid date format, which are numeric characters. The date format is "MM/DD/YYYY." This field is required regardless of the expense type selected. This field is non-editable if the expense is an outstanding expense and the End Date is filled out.
Number of Days	The system calculates this field by subtracting the Start Date from the End Date. The system uses this value to determine the "not to exceed" ceiling amount. If the Start Date and the End Date are the same date, the Number of Days field is "1."  This field is non-editable if the expense is an outstanding expense.
Late Return	Select this check box if the car was returned late and you were charged an extra day for the rental. If you select this check box, an extra day is added to the calculation of the ceiling amount on the next page.
Exit	In Wizard mode, click this to discontinue entering the current expense and return to the Expenses tab without saving your changes.
Back	In Wizard mode, click this to return to the previous page.
Continue	In Wizard mode, click this to proceed to next page. You may receive validation error messages before the Wizard can proceed.