Use this 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.
Use the drop-down box 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.
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Foreign reimbursements are always made in US Dollars. |
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The system downloads the employee's pay currency from Deltek Costpoint. |
Use the drop-down box to select whether you want to use the Line Level Approval feature for Deltek Expense. Supervisors can use this feature to approve or reject individual charge numbers on an expense report. The valid options are:
Disabled - If you select this option, Line Level Approval is disabled.
Optional - If you select this option, supervisors can use Line Level Approval for those charges that require it. If some charges do not require Line Level Approval, supervisors cannot use this feature for them.
Required - Supervisors can use Line Level Approval for all charges.
Use the drop-down box to select the UDT that will display in the header portion of the expense report. Possible values are "None," "UDT01," "UDT02," "UDT03," "UDT04," "UDT05," "UDT06," "UDT07," "UDT08," "UDT09," and "UDT10."
Use the drop-down box to select the date you wish to use from the expense report as the Invoice Date on the AP Voucher. Valid values are:
Expense Report 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.
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.
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. Be sure to make the numeric portion large enough to handle the number of expense reports that will be entered in your system.
Select the Allow Unauthorized Charges check box to allow users to see and use charges for which they are not authorized. Although these charges will not appear in the Charge Lookup dialog box, users can manually enter them for an expense report or expense authorization.
Select this checkbox if you want employees to have the ability to select a different Org when filling out the Expense Wizard portion of their expense report.
Select this checkbox to allow users to enter a 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.
Use the drop-down box to select the default Org that will be used when the employee fills out the General Wizard portion of the expense report. The valid values are:
Employee – The system will use the Org value from the most recent Employee History record.
Project User-Defined Value #1 – The system will use the first User-Defined Value that has been set up for the Project.
Project User-Defined Value #2 – The system will use the second User-Defined Value that has been set up for the Project.
Project User-Defined Value #3 – The system will use the third User-Defined Value that has been set up for the Project.
None – The system will not enter a default value.
Select Remove Image Receipt Task on Revision or Rejection if you want scanned receipts removed from expense reports that have been revised or rejected. When the expense reports are resubmitted, employees are required to re-scan the related receipts.
Leave Remove Image Receipt Task on Revision or Rejection unselected if you want the image receipts retained so that employees do not need to re-scan them when submitting revised expense reports.
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.
Enter a tolerance percentage that will 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 will use the approvals that were done for the authorization in place of the approvals that should be done on the expense report.
Select the number of expense reports employees are able to see from their desktops. The valid options are "1" through "25." The system will use this value as the Default Screen value in the Defaults tab of the Employee Information screen.
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 in the Expense Classes screen in the Expense Setup menu.
Select the number of expense authorizations employees are able to see from their desktops. The valid options are "1" through "25." The system will use this value as the Default Screen value in the Defaults tab of the Employee Information screen.
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.
Select this check box to hide from view voided expense authorizations in the MyExpenseAuthorizations section of the employee desktop.
Leave this checkbox unselected to display voided expense authorizations on the desktop.
Use the drop-down box 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.
Select this check box if you want employees to enter receipt information when they sign their expense reports. If you select this checkbox, they must identify those receipts that have been submitted, those that are missing, and provide explanations if a required receipt has not been included.
Select this checkbox if you want to print the Voucher Distribution Schedule when printing the Expense Report Summary report.
Select the Print Bar Code check box if you want to print the bar code when printing the Receipt Traveler report.
Then, in Content, do one of the following:
If you want the bar coded information to be the expense report ID, select ER ID
If you want the bar coded information to be a combination of the expense report ID and revision number, select ER ID + Rev No.
Note that selecting ER ID + Rev No has one other effect. The expense report total amount is printed in the header area of the following reports:
Expense Report Summary
Expense Report Detail
Voucher Distribution
If you check Print Bar Code, indicate with your selection in Content what information should be bar coded:
If you want the bar code to be the expense report ID, select ER ID
If you want the bar code to be the expense report ID and the revision number, select ER ID + Rev No.
Note that selecting ER ID + Rev No has one other effect. The expense report total amount is printed in the header area of the following reports:
Expense Report Summary
Expense Report Detail
Voucher Distribution
