You can use wizards to enter expenses for your expense reports. There are seven types of wizards:
General
Car Rental
Entertainment
Meals
Mileage
Other
Transportation.
Time & Expense with ESS displays the appropriate wizard based on the expense category and expense type selected.
The General Wizard is the starting point of the expense report. The information you provide in this wizard determines which options are available for the report. When you select the New option, you go to the first screen of the wizard. The screens include the following:
This screen contains information regarding the employee for whom the expense report is being entered.
To look up an employee:
Select the person for whom you will be filling out the expense report.
If you select Self, then select Next.
Or
If you select Another User, the Functional Role drop-down list enables.
Select the role for which you are entering the expense report. This enables the Group drop-down list.
Select a group and click the binocular icon to search for the employee, or select the employee from the drop-down list if you have less than fifty employees.
Then select Next.
This screen gives you the choice of creating a new expense reports or copying one that already exists. When you have completed your selection, select the Next pushbutton. The screen consists of the following:
Select this option to create a new expense report from scratch. You will be required to fill out all of the fields on the next wizard pages. This option is selected by default.
Select this option to copy or clone an existing expense report. This will default the General Wizard information into your new expense report. If you select this option, you can either enter the Expense Report ID of the one you want to copy, or use the Lookup and select the authorization you want to copy. Type your drop-down text here.
is screen contains general information regarding the expense report. The required fields vary depending on which expense report type is selected. When finished, select the Next pushbutton. The screen consists of the following:
Expense Report Date - Use the drop-down box to select the date on which the expense report is being entered. The default is today's date.
Expense Report Type - Use the drop-down box to select the expense report type. The valid expense report types are those that are linked to the expense class of the employee.
Authorization - This field displays the expense authorization number used for this expense report. This field is blank when you first enter the Expense Report screen. If there are approved expense authorizations that you may use to populate the expense report, they are available in a drop down format. This field is shown only if the Expense Report Type selected has an authorization type set to "Optional" or "Required."
Close Blanket - Select this check box if you want to close the blanket authorization after this expense report is processed. Blanket authorizations are used to cover expenses that will occur over a period of time, such as for a series of upcoming business trips. Once you close the authorization, it's no longer available for use with other expense reports, which may be desirable if the authorized limit has been reached or if the authorization is no longer needed. Once closed, it can be reopened from the Expense Authorization screen.
From Date - Use the date lookup to select the starting date of the expenses for this expense report. The Select a Date dialog displays the current and previous month. The date you select automatically populates the From Date field.
To Date - Use the date lookup to select the ending date of the expenses for this expense report. The Select a Date dialog displays the current and previous month. The date you select automatically populates the To Date field.
Multiple Locations - Select this check box if the expense report covers a trip that involved travel to more than one location. When you enter successive locations, the end date of your previous location defaults as the start date for your next location. Don't see this on the new screen.
Short Description - Enter a short description for the expense report.
Purpose - Enter the purpose for the expense report. This can be much longer than the short description.
Location - If the expense report type uses per diem locations, you will be required to select a default location from the drop-down box. If your system administrator has configured default locations for per diem expenses, a default option for country, state/province, city, and county may display automatically. You can override these default options by selecting a different location.
Country - If the per diem schedule that is linked to the expense report selected requires a Country, select one from the drop-down box.
State/Province - If the per diem schedule that is linked to the expense report selected requires a State/Province, select one from the drop-down box.
City - If the per diem schedule that is linked to the expense report selected requires a City, select one from the drop-down box.
County - If the per diem schedule that is linked to the expense report selected requires a County, select one from the drop-down box.
This screen contains all cash advances that the employee has received that have not been applied to an expense report. The employee can select any or all of those listed to apply to an expense report, or he can choose to not apply any cash advances by selecting the Next pushbutton. The total amount of all cash advances selected will be deducted from the expense report's reimbursable amount. The table contains the following information:
Date - This is the date on which the cash advance was entered into Deltek Expense.
Reference Number - This is typically the check number or the direct deposit number for the cash advance.
Amount - This is the amount that was given to the employee in the cash advance.
e this page of the wizard to enter the specific charges to which the expenses will default. Enter as many charge allocations as necessary and set up the default allocation percentage for each allocation.
This table displays the specific charging information that will default on the expense report.
Use the Add Charge Allocation function to add a default allocation to the expense report. You must fill out the following
Charge Type - Use the drop-down box to select the charge type that will be used. The valid values are UDT01 or UDT02.
Charge - Use Lookup to select a valid charge or charges that will be used for this expense report. (If your system is set up to provide direct access to a Costpoint database for charge lookups, see Charge Lookup Using Direct Costpoint Access if you need help selecting charges.)
UDT09 Name – The UDT09 value displays automatically if only one valid value is available for the selected charge. If more than one value is available, use Lookup to select a valid UDT09 for this expense authorization.
Default Allocation % - Enter the allocation percentage that will be the default for this charge.
Select the charge allocation that you wish to delete by clicking on the box next to the row that you want to remove. Then click Delete Charge Allocation to delete the row.
Click Finish to save the entries made to the general wizard. You will be brought back to the main Expense Report screen, where you can now enter specific expenses onto the expense report.
Use the Car Rental Wizard to enter expenses relating to car rental. To add a Car Rental expense, click on the Car Rental hyperlink or the "+" above the hyperlink. For details, see Special Topic: Expense Report Wizards.
Use the Entertainment Wizard to enter expenses relating to entertainment. To add an Entertainment expense, click on the Entertainment hyperlink or the "+" above the hyperlink. For details, see Special Topic: Expense Report Wizards.
Use the Lodging Wizard to enter expenses relating to hotels or lodging. To add a Lodging expense, click on the Lodging hyperlink or the "+" above the hyperlink. For details, see Special Topic: Expense Report Wizards.
Use the Meals Wizard to enter expenses relating to meals. To add a Meals expense, click on the Meals hyperlink or the "+" above the hyperlink. For details, see Special Topic: Expense Report Wizards.
Use the Mileage Wizard to enter expenses relating to mileage. To add a Mileage expense, click on the Mileage hyperlink or the "+" above the hyperlink. For details, see Special Topic: Expense Report Wizards.
Use the Other Wizard to enter expenses that fall into an "other" category. To add an Other expense, click on the Other hyperlink or the "+" above the hyperlink. For details, see Special Topic: Expense Report Wizards.
Use the Transportation Wizard to enter expenses relating to transportation. To add a Transportation expense, click on the Transportation hyperlink or the "+" above the hyperlink. For details, see Special Topic: Expense Report Wizards.
