Use this screen to export expense reports and advances to staging tables. Whether an expense report is exported when approved, or when approved and receipts received, depends on the expense report type.
The expense report and advance transactions remain in these staging tables for pickup, or the export application may call a Transformer that will transform the table entries into a specific ASCII layout. Click here for more information.
Also review the "Import and Export Data" chapter in the Time & Expense with ESS Technical Guide for more information.
Use this screen any time you wish to export expense report or advance transactions.
The Export ERs/Advances screen is a process application. There are no tabs in this screen.
If the Costpoint Multicompany check box is selected in the General Configuration screen, this field will be displayed. Because Costpoint can receive expense reports or advances only for one company at a time, use this drop-down box to select the Costpoint company to which you want to export.
Enter up to 10 characters for a unique export batch identifier. If the batch ID has already been used, the system will display the following error message: "Batch ID has already been used. Please enter a different one."
Batch ID is a required field. If you do not supply an ID, the system will display the following error message: "Batch ID is required."
Select the Expense Reports check box if you are exporting expense reports.
Select the Advances check box if you are exporting advances.
Enter the start date for which you want to select expense reports. The application compares this date to the expense report date. An expense report dated on or after this date will be selected for export if it matches the other criteria. This field is optional. If you leave this field blank, the export process will select expense reports using other criteria.
Enter the end date for which you want to select expense reports. The application compares this date to the expense report date. An expense report dated on or before this date will be selected for export if it matches the other criteria. This field is optional and defaults to current date.
and then select the Clear pushbutton.Use the Include field drop-down to select whether you are exporting regular expense reports, expense reports that have been corrected, or both types of expense reports.
When you export correcting expense reports, Deltek Expense exports the expense reports that contain the new changes, including any expense amounts payable to the employee, as well as a correcting report, which backs out the information contained in the original expense report.
For example, say an expense report is processed for $500.00, and the employee later submits a correcting expense report for $600.00. Upon export, the corrected expense report generates a $600.00 voucher, but the Corrections table generates a voucher for -500.00, backing out the original expense amount. The employee then receives the difference between the two vouchers, or in this case $100.00.
To learn more about the Correct Expense reports feature, see Special Topic: Correcting Expense Reports.
Select the group type description from the drop-down box. The available employee group types are those that you supervise. If employees in an Employee Group do not have any expense reports ready to export, that group will not be listed. If one employee has even one expense report that is ready for export, that Employee Group will be available. The list is displayed in alphabetical order.
Once you have selected the Type, the non-editable text box will display the groups that contain expense reports that can be exported for the selected group type. The groups are listed in alphabetical order.
Select the group(s) that you wish to include in the export or use the Select All pushbutton to select all groups. You can select multiple groups. If you do not select a group, the system will display the following error message: "No employee groups are selected."
This non-editable text box displays the expense classes that have employees with expense reports that can be exported. They are listed in alphabetical order.
Select the class(es) that you wish to include in the export or use the Select All pushbutton to select all classes. You can select multiple classes. If you do not select a class, the system will display the following error message: "No classes are selected."
This non-editable text box displays the classes that contain expense reports of the type that can be exported. They are listed in alphabetical order.
Select the expense report type(s) that you wish to include in the export or use the Select All pushbutton to select all expense report types. You can select multiple expense report types. If you do not select an expense report type, the system will display the following error message: "No expense report types are selected."
Enter the start date for which you want to select advances. The application compares this date to the advance date. An advance dated on or after this date will be selected for export if it matches the other criteria. This field is optional. If you leave this field blank, the export process will select advances using other criteria.
Enter the end date for which you want to select advances. The application compares this date to the advance date. An advance dated on or before this date will be selected for export if it matches the other criteria. This field is optional and defaults to current date.
and then select the Clear pushbutton.Select the group type description from the drop-down box. The available employee group types are those that you supervise. If employees in an Employee Group do not have any advances ready to export, that group is not listed. If one employee has even one advance that is ready for export, that Employee Group is available. The list is displayed in alphabetical order.
Once you have selected the Type, the non-editable text box displays the groups that contain advances that can be exported for the selected group type. The groups are listed in alphabetical order.
Select the group(s) that you want included in the export or click Select All to select all groups. You can select multiple groups. If you do not select a group, Deltek Expense displays the following error message: "No employee groups are selected."
This non-editable text box displays the expense classes that have employees with advances that can be exported. They are listed in alphabetical order.
Select the class(es) that you wish to include in the export or click Select All to select all classes. You can select multiple classes. If you do not select a class, Deltek Expense displays the following error message: "No classes are selected."
This non-editable text box displays the classes that contain advances of the type that can be exported. They are listed in alphabetical order.
Select the advance(s) you want included in the export or click Select All to select all expense report types. You can select multiple expense report types. If you do not select an expense report type, Deltek Expense displays the following error message: "No expense report types are selected."
Click Process to start collecting the expense report and/or advance data that will be exported when you click Export. To print and preview the data, click Preview/Print.
You can process 10 expense report and/or advance exports at the same time. If more than 10 users attempt to run the export expense report process, Deltek Expense displays the following error message: "Maximum concurrency for export has been met. Please try again later."
Before beginning, Deltek Expense marks expense reports and advances that meet the selection criteria as unavailable so that they cannot be changed while the process is executing. If no expense reports or advances are found that meet the criteria, Deltek Expense displays a message indicating that no expense reports or advances were found to process.
For expense report or advance records to meet the selection criteria for processing, the following conditions must be met:
It must meet the export criteria for expense report types "Approved" or "Approved and Receipts."
It must fall within start and end date range.
The employee must be a member of the selected class.
The employee must be a member of selected group.
The type for the expense report or advance must be one of the selected types.
It must be available, that is, it cannot be part of an already running export process.
If you use Costpoint Multicompany, the employee for that expense report or advance must have been assigned to the appropriate Costpoint company when the expense report or advance was created.
If the export process completes normally, the system will display the following message: "Process completed successfully."
Click Preview/Print to display the Print dialog, where you can select the export report(s) that you wish to review.
Use the drop-down box to select the report that you wish to print. The available options are as follows:
Expense Report - Select this check box to print all expense reports selected for export. If you select this option, you can use the Type drop-down box to select the type of export.
Charge Allocation - Select this check box to print a report that is sorted by vendor ID with breaks by expense report. This report displays the charge allocation information in the system's base currency. If you select this option, the Type drop-down box will not be available.
Advance Report - Select this check box to print all advances selected for export.
When you print expense reports that you have selected for export, the cover page displays the types of reports you exported, either regular, correcting, or both. If you have printed any correcting expense reports, the Correction No of the report displays in the header area.
Use the drop-down box to select which parts of the expense report you want to print. The available options are "Summary," "Detail," or "Both." These same options are available in the expense report screen less the Receipt Traveler.
Click Submit to preview the report in Adobe Acrobat format. Select the printer icon in Acrobat to print the report.
Click Cancel to return to the Export Expense Report screen without previewing the report.
Click Export to update the appropriate staging tables with the information collected when you clicked Process. The Export button is be disabled until that process has run.
You can run 10 exports at the same time. If more than 10 users attempt to export expense reports, the system will display the following error message: "Maximum concurrency for export has been met. Please try again later."
In addition to writing records to the staging tables, the system performs the following updates:
Expense export or advance status is changed to "Processed."
Expense report or advance is marked as being available.
If the export process, including the transformation step, finishes normally, the system will display the following message: "Export completed successfully."
Click Close to close the screen. If you have run the Process step but not the Export step, the information collected during the Process step will be cleared. If the clearing completes normally, Deltek Expense displays the following message: "Rollback completed successfully."