Costpoint Online Help

Using the Help Search
Using the Help Search
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    Ex."system administration"
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For more information:Searching Online Help

Screen Fields

Use the Batch Expenses screen to import or manually add expenses that will later be claimed by the employees of the company on their expense reports. You can also print expenses and post them to the outstanding expenses file.

Field Description
Batch ID

Enter up to 20 characters for the batch ID you wish to use for the batch expense. The batch ID cannot have been previously used. If it has been used, you will receive one of the following error messages:

  • The Batch ID already exists in the Batch Expense Outstanding table.
  • The Batch ID already exists in the Batch Expense Edit table.

On a new batch expense, you must provide a batch ID before you can import or manually add an expense. If you click and have not entered a batch ID, an error message displays.

Batch Type

Select the type of batch from the drop-down. The valid values are the batch types you have set up on the Manage Expense Batch Types screen. They are listed in alphabetical order. The default value is Select.

If you have not selected a batch type before you click an error message displays.

Perform Duplicate Expense Check When Posting Transaction This option, which is selected by default, how duplicate records are handled during import. Because users have the ability to create manual expenses from either My Outstanding Expenses or Costpoint Mobile Time & Expense, this creates the potential for duplicates when credit card expenses are imported.
If you leave the setting selected, the expense date and amount of each imported expense is compared to existing manual expenses. If a duplicate is found, the import process will:
  • Copy attachments from the manual expense to the imported one.
  • Populate empty fields on the imported expense with data that may exist on the manual one.

    Existing values on an imported expense are read-only and are not overwritten.

  • Remove the manual expense.

If you clear the setting, the process does not check for duplicates, so duplicate expenses are allowed.

The duplicates are flagged in yellow highlighting in My Outstanding Expenses, where users can either manually combine them, based on the same rules outlined above, or instead, they can leave both and decide which to claim in Expense Report.

Post Click Post to post the outstanding expenses.