Maintain Expenses

The Maintain Expenses screen is part of the Batch Expenses feature in which you can pre-load expenses in the system for the end users to claim on their expense reports. You can import these expenses from American Express (ASCII feed with the KR1025 format) using the Import application function or the system administrator or accounts payable staff can manually enter them. These expenses can be company paid or employee paid. Deltek Time and Expense with ESS tracks these outstanding expenses and provide reporting and desktop visibility.

Besides the main screen that contains a table of imported expenses, there are also several wizards you can use to add  or edit expenses. Once you are satisfied with the batch in this screen, you can post it to the outstanding expenses file by selecting the Post function. To print the expenses, click print-act.gif. The application functions are discussed in the following paragraphs.

When do I use the Maintain Expenses screen?

Use this 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.

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 save.gif Save and have not entered a batch ID, the following error message will display:  "Batch ID is required."

Batch Type

Select the type of batch from the drop-down box. The valid values are the batch types you have set up in the Batch Types screen under the Batch Expenses menu. They will be listed in alphabetical order. The default value is "Select."

If you have not selected a Batch Type before you click save.gif Save, the following error message will display:  "Batch Type is required."

Sort By

Select the order in which you wish to see the information in the table. The available options are the same as the column headings in the table. They are:

The options are listed in the drop-down box in the above order with the default value being "Transaction ID."

Table Window

This table displays the expenses for the batch ID and batch type as determined by the batch type filtering criteria. They are listed in the order selected in the Sort By field. You can manually enter records or import them using the Import function.  In order for the records to be imported or manually entered, you must first save the Batch ID and Batch Type values.

The Employee, Provider, and Personal columns are editable. The other columns are non-editable.

If you select the checkbox in the left top corner of the table, all rows in the table will become selected. All rows will become un-selected if you un-select the checkbox in the left top corner of the table. To select an individual row, select the checkbox to the left of the row.

The functions available for this table are Add Expense, Edit Expense, and Delete Expense.

Transaction ID

This non-editable column displays the transaction ID.  It is a unique identification ID for the row based on the batch ID and batch type.

The transaction ID will have a hyperlink. If you select it, a dialog will appear displaying additional information about the expense. Different dialogs will appear based on the Wizard Type. These dialogs are discussed later in this section.

Expense Date

This non-editable column displays the date on which the expense was incurred.

Merchant

This non-editable column displays the merchant name associated with the expense.

Employee

This column is editable. If the expense has been assigned an employee, his name and ID, if your system is configured to show employee IDs, will display in this column. Click grid_lookup.gif to the right of the field to add an employee to the row if there is not one there already or to assign a different employee to the expense. The Lookup shows only active employees.

The information in the row displays in red if there is not an employee assigned to the expense

When employees are assigned to expenses within Maintain Batch Expenses, Deltek Expense filters the results to include only those whose pay currency matches the selected batch type’s pay currency. For example, if the pay currency of the batch type is “CAD,” then only those employees whose pay currency is “CAD” are included.

Wizard Type

This non-editable column displays the type of the expense. The possible options are:

Provider

This column is editable. If the expense has been assigned a provider, the provider name will display in this column. Click grid_lookup.gif to the right of the field to add a provider to the row if there is not one there already or to assign a different provider to the expense. Lookup displays providers that are active and assigned to the expense type of the selected row.  

Personal

Select this checkbox to indicate that this row is a personal expense. Unselect the checkbox if it is not a personal expense.

Amount (XXX)

The last column in the table contains the calculated amount of the expense. The system calculates the amount by multiplying the incurred amount in transactional currency by the system-provided exchange rate, giving the pay currency.

The code in the parenthesis following the amount is the default currency code set up in the General Configuration screen. The number of decimal places used for the calculated amount is based on this default currency.

Total

The Total field below the table displays the sum of all the expenses in the table. The number of decimal places is based on the default currency in the General Configuration screen.

Add Expense

The Add Expense function allows you to manually add an expense through a series of wizard type entry screens. The first and second screens are the same for each wizard type with the third screen varying, depending on the type of expense.

The Add Expense function will be available after you enter and save a valid Batch ID and Batch Type.  

First Screen

Transaction ID

Enter up to 20 characters for the transaction ID. You will receive an error if you select the Next pushbutton and you have not supplied this ID. Be sure the transaction ID you enter has not already been used for the employee you select in the next field. The transaction ID cannot have been previously used with the selected Batch ID and Batch Type.

Employee

A default employee name will display if a default employee ID is set up for the Batch Type selected for this expense. If you do not want to use the default employee or a default is not set up for this Batch Type, click grid_lookup.gif to the right of the field to select an employee.  

When employees are assigned to expenses within Maintain Batch Expenses, the Deltek Expense filters the results to include only those whose pay currency matches the selected batch type’s pay currency. For example, if the pay currency of the batch type is “CAD,” then only those employees whose pay currency is “CAD” are included.

Wizard Type

Select the type of the expense from the drop-down box. The third screen for adding expenses will differ, depending on this selection. The valid options are:

The default value for this drop-down box is based on the default Wizard Type set up in the selected Batch Type. If a Wizard Type is not set up for the selected Batch Type, the default will be "Select." If you have not selected a wizard type before selecting the Next pushbutton, the system will display the following error message:  "Wizard Type is required."

Expense Date

Click grid_calendar-lookup-default.gif to the right of the field to select the date of the expense. The default date is the current date.  

Personal

Select this checkbox if the expense is a personal expense. By default, this checkbox reflects the Personal checkbox set up for the selected Batch Type.

Next

Select the Next pushbutton to proceed to the next screen and continue adding the expense. The possible errors that can occur here are:

If an error occurs, the cursor will be positioned in the field that has the error. Once you have corrected all errors, you will be taken to the next screen.

Cancel

Select the Cancel pushbutton to cancel adding the expense. The wizard screen will be cleared.

Second Screen

Transaction Currency

Use the drop-down box to select the currency that you wish to use as the transactional currency for this expense. All currencies set up in the system as "used" display as options. If a default currency code exists for this Batch Type, its description will display as the default.

The corresponding currency code for the selected currency will display in parentheses following the Expense Incurred, Tax Incurred, and Exchange Rate field names. If the currency value is changed after you enter amounts for these fields, they will be set back to their default value.

Expense Incurred (XXX)

Enter the incurred amount for the expense. It will be stored as the transactional incurred amount. The currency code selected in the previous field will display in parentheses after the Expense Incurred field name.

The default amount is zero with the number of decimal positions based on the selected transactional currency. The amount will change to zero if you change the Transaction Currency drop-down value.

Tax Incurred (XXX)

Enter the incurred amount for the taxes for the expense. It will be stored as the transactional incurred tax amount. The currency code selected in the Transaction Currency drop-down box will display in parentheses after the Tax Incurred field name.

The default amount is zero with the number of decimal positions based on the selected transactional currency. The amount will change to zero if you change the Transaction Currency drop-down value.

Exchange Rate to (XXX) - Where XXX represents the Transactional Currency

If the selected Transactional Currency matches the default currency set up in the General Configuration screen, this field will display 1.0 and be disabled.

If the Transactional Currency does not match the default currency, enter the exchange rate here. The system will use it to calculate the expense amount when the expense displays in the table on the main screen. In this case, the rate is required and must be equal or greater than zero.

The currency code that appears in the field name is based on the default currency code set up in the General Configuration screen.

Exchange Rate to (XXX) - Where XXX represents the Pay Currency

If the selected transactional currency matches the employee’s Pay currency, which is set up on the Defaults tab of the Personnel »  Employee Info screen, this field displays 1.0 and is disabled.

If the Transactional currency does not match the employee’s Pay currency, enter the exchange rate here. The system uses this rate to calculate the expense amount when the expense displays in the table on the main screen. In this case, the rate is required and must be equal or greater than zero.

Units

Enter the number of units to be expensed. The default value is zero.

Back

Select the Back pushbutton to return to the first screen. Values entered on the second screen will not be lost.

Next

Select the Next pushbutton to proceed to the next screen and continue adding the expense. The possible errors that can occur here are:

If an error occurs, the cursor will be positioned in the field that has the error. Once you have corrected all errors, you will be taken to the next screen.

Cancel

Select the Cancel pushbutton to cancel adding the expense. The wizard screen will be cleared.

Third Screen - Meals/Mileage/Entertainment

If you selected "Meals," "Mileage," or "Entertainment" as the Wizard Type, this screen will appear where you can finish adding the expense.

Provider

Select the provider from the drop-down box. The available options are those active providers that are set up in the system for "Meals," "Mileage," and "Entertainment."  If a default provider is set up for the selected Batch Type, it will display here as the default. If no default provider has been set up for the Batch Type, "None" will display as the default as this is not a required field.

Comments

Enter any comments you wish to include with this expense. You can enter up to 254 characters.

Back

Select the Back pushbutton to return to the second screen. Values entered on the third screen will not be lost.

Finish

Select the Finish pushbutton to complete adding the new expense. The wizard screen will close and the table on the main screen will be refreshed with the new record.

Cancel

Select the Cancel pushbutton to cancel adding the expense. The wizard screen will be cleared.

Third Screen - Lodging

If you selected "Lodging" as the Wizard Type, this screen will appear where you can finish adding the expense.

Provider

Select the provider from the drop-down box. The available options are those active providers set up in the system for "Lodging." If a default provider is set up for the selected Batch Type, it will display here as the default. If no default provider has been set up for the Batch Type, "None" will display as the default as this is not a required field.

Merchant

Enter the merchant name you wish to associate with this lodging expense. You can enter up to 40 characters.

Check-In Date

Click grid_calendar-lookup-default.gif to the right of the field to select the check-in date for this lodging expense. The default value is the Expense Date from the first wizard screen. If the Check-In Date field is blank, the following error will display when you select the Finish pushbutton: "Check-In Date is required."

Check-Out Date

Click grid_calendar-lookup-default.gif to the right of the field to select the checkout date for this lodging expense. The default value is the Expense Date from the first wizard screen. If the Check-Out Date field is blank, the following error will display when you select the Finish pushbutton: "Check-Out Date is required."

If the Check-Out Date is earlier than the Check-In Date, the system will display the following error message:  "Check-Out Date cannot be before Check-In Date."

Number of Nights

Enter the number of nights for the lodging expense. The system calculates a default value by subtracting the Check-In Date from the Check-Out Date and adding 1 day. You are allowed to add 1 additional day to the default for the Number of Nights value. Any other number, however, will cause the following error to display: "You may only increase the number of days by 1."

Comments

Enter any comments you wish to include with this lodging expense. You can enter up to 254 characters.

Back

Select the Back pushbutton to return to the second screen. Values entered on the third screen will not be lost.

Finish

Select the Finish pushbutton to complete adding the new expense. The possible errors that can occur here are:

If an error occurs, the cursor will be positioned in the field that has the error. Once you have corrected all errors, the wizard screen will close and the table on the main screen will be refreshed with the new record.

Cancel

Select the Cancel pushbutton to cancel adding the expense. The wizard screen will be cleared.

Third Screen - Transportation

If you selected "Transportation" as the Wizard Type, this screen will appear where you can finish adding the expense.

Provider

Select the provider from the drop-down box. The available options are those active providers set up in the system for "Transportation." If a default provider is set up for the selected Batch Type, it will display here as the default. If no default provider has been set up for the Batch Type, "None" will display as the default as this is not a required field.   

Merchant

Enter the merchant name you wish to associate with this transportation expense. You can enter up to 40 characters.

Departure Date

Click grid_calendar-lookup-default.gif to the right of the field to select the departure date for this transportation expense. The default value is the Expense Date from the first wizard screen. If the Departure Date field is empty, the system will display the following error message when you select the Finish pushbutton: "Departure Date is required."  

Return Date

Click grid_calendar-lookup-default.gif to the right of the field to select the return date for this transportation expense. The default value is the Expense Date from the first wizard screen. If the Return Date field is empty, the system will display the following error message when you select the Finish pushbutton:  "Return Date is required."

If the Return Date is earlier than the Departure Date, the system will display the following error message: "Return Date must be greater than or equal to Departure Date."

Ticket Number

Enter up to 20 characters for a ticket number for this transportation expense.

Itinerary

Enter up to 60 characters for the itinerary for this transportation expense.

Comments

Enter any comments you wish to include with this transportation expense. You can enter up to 254 characters.

Back

Select the Back pushbutton to return to the second screen. Values entered on the third screen will not be lost.

Finish

Select the Finish pushbutton to complete adding the new expense. The possible errors that can occur here are:

If an error occurs, the cursor will be positioned in the field that has the error. Once you have corrected all errors, the wizard screen will close and the table on the main screen will be refreshed with the new record.

Cancel

Select the Cancel pushbutton to cancel adding the expense. The wizard screen will be cleared.

Third Screen - Car Rental

If you selected "Car Rental" as the Wizard Type, this screen will appear where you can finish adding the expense.

Provider

Select the provider from the drop-down box. The available options are those active providers set up in the system for "Car Rental." If a default provider is set up for the selected Batch Type, it will display here as the default. If no default provider has been set up for the Batch Type, "None" will display as the default as this is not a required field.

Merchant

Enter the merchant name you wish to associate with this car rental expense. You can enter up to 40 characters.

Start Date

Click grid_calendar-lookup-default.gif to the right of the field to select the start date for this car rental expense. The default value is the Expense Date from the first wizard screen. If the Start Date field is empty, the system will display the following error message when you select the Finish pushbutton: "Start Date is required."

End Date

Click grid_calendar-lookup-default.gif to the right of the field to select the return date for this car rental expense. The default value is the Expense Date from the first wizard screen. If the End Date field is empty, the system will display the following error message when you select the Finish pushbutton: "End Date is required."

If the End Date is earlier than the Start Date, the system will display the following error message: "End Date must be greater than or equal to Start Date."

Agreement Number

Enter up to 20 characters for an agreement number for this car rental expense.

Comments

Enter any comments you wish to include with this car rental expense. You can enter up to 254 characters.

Back

Select the Back pushbutton to return to the second screen. Values entered on the third screen will not be lost.

Finish

Select the Finish button to complete adding the new expense. The possible errors that can occur here are:

If an error occurs, the cursor will be positioned in the field that has the error. Once you have corrected all errors, the wizard screen will close and the table on the main screen will be refreshed with the new record.

Cancel

Select the Cancel button to cancel adding the expense. The wizard screen will be cleared.

Third Screen - Other

If you select "Other" as the Wizard Type, this screen will appear where you can finish adding the expense.

Comments

Enter any comments you wish to include with this other expense. You can enter up to 254 characters.

Back

Select the Back pushbutton to return to the second screen. Values entered on the third screen will not be lost.

Finish

Select the Finish pushbutton to complete adding the new expense. The wizard screen will close and the table on the main screen will be refreshed with the new record.

Cancel

Select the Cancel pushbutton to cancel adding the expense. The wizard screen will be cleared.

Edit Expense

Click Edit Expense to update an expense through a series of wizard type entry screens. The first and second screens are the same for each wizard type with the third screen varying, depending on the type of expense.

First Screen

Transaction ID

This non-editable field displays the transaction ID for the expense.

Employee

This field displays the employee who incurred the expense. If you want to change the employee, click grid_lookup.gif to the right of the field to select a different employee.

When employees are assigned to expenses within Maintain Batch Expenses, Deltek Expense filters the results to include only those whose pay currency matches the selected batch type’s pay currency. For example, if the pay currency of the batch type is “CAD,” then only those employees whose pay currency is “CAD” are included.

Wizard Type

This non-editable field displays the type of expense. The third screen for editing expenses will differ, depending on this value. The possible options are:

Expense Date

Click grid_calendar-lookup-default.gif to the right of the field to select a different date for the expense, if desired.

Personal

Select this checkbox if the expense is a personal expense.  If it is not a personal expense, do not select the checkbox.

Next

Select the Next pushbutton to proceed to the next screen and continue editing the expense. The possible errors that can occur here are:

If an error occurs, the cursor will be positioned in the field that has the error. Once you have corrected all errors, you will be taken to the next screen.

Cancel

Select the Cancel pushbutton to cancel editing the expense. The wizard screen will be cleared.

Second Screen

Transaction Currency

Use the drop-down box to select the currency that you wish to use as the transactional currency for this expense. All currencies set up in the system as "used" display as options.  

The corresponding currency code for the selected currency will display in parentheses following the Expense Incurred, Tax Incurred, and Exchange Rate field names. If the currency value is changed after you enter amounts for these fields, they will be set back to their default value.

Expense Incurred (XXX)

Enter the incurred amount for the expense. It will be stored as the transactional incurred amount. The currency code selected in the previous field will display in parentheses after the Expense Incurred field name.

The default amount is zero with the number of decimal positions based on the selected transactional currency. The amount will change to zero if you change the Transaction Currency value.

Tax Incurred (XXX)

Enter the incurred amount for the taxes for the expense. It will be stored as the transactional incurred tax amount. The currency code selected in the Transaction Currency drop-down box will display in parentheses after the Tax Incurred field name.

The default amount is zero with the number of decimal positions based on the selected transactional currency. The amount will change to zero if you change the Transaction Currency value.

Exchange Rate to XXX - Where XXX Is the Default Currency

If the selected Transactional Currency matches the default currency set up in the General Configuration screen, this field will display 1.0 and be disabled.

If the Transactional Currency does not match the default currency, enter the exchange rate here. The system will use it to calculate the expense amount when the expense displays in the table on the main screen. In this case, the rate is required and must be equal or greater than zero.

The currency code that appears in the field name is based on the default currency code set up in the General Configuration screen.

Exchange Rate to (XXX) - Where XXX represents the Pay Currency

If the selected transactional currency matches the employee’s Pay currency, which is set up on the Defaults tab of the Personnel »  Employee Info screen, this field displays 1.0 and is disabled.

If the Transactional currency does not match the employee’s Pay currency, enter the exchange rate here. The system uses this rate to calculate the expense amount when the expense displays in the table on the main screen. In this case, the rate is required and must be equal or greater than zero.

Units

Enter the number of units to be expensed.

Back

Select the Back pushbutton to return to the first screen. Values entered on the second screen will not be lost.

Next

Select the Next pushbutton to proceed to the next screen and continue editing the expense. The possible errors that can occur here are:

If an error occurs, the cursor will be positioned in the field that has the error. Once you have corrected all errors, you will be taken to the next screen.

Cancel

Select the Cancel button to cancel editing the expense. The wizard screen will be cleared.

Third Screen - Meals/Mileage/Entertainment

If you selected "Meals," "Mileage," or "Entertainment" as the Wizard Type, this screen will appear where you can finish editing the expense.

Provider

Select the provider from the drop-down box. The available options are those active providers set up in the system for "Meals," "Mileage," and "Entertainment."

Comments

Enter any comments you wish to include with this expense. You can enter up to 254 characters.

Back

Select the Back pushbutton to return to the second screen. Values entered on the third screen will not be lost.

Finish

Select the Finish pushbutton to complete editing the expense. The wizard screen will close and the table on the main screen will be refreshed with the updated record.

Cancel

Select the Cancel pushbutton to cancel editing the expense. The wizard screen will be cleared.

Third Screen - Lodging

If you select "Lodging" as the Wizard Type, this screen will appear where you can finish editing the expense.

Provider

Select the provider from the drop-down box. The available options are those active providers set up in the system for "Lodging."  

Merchant

Enter the merchant name you wish to associate with this lodging expense. You can enter up to 40 characters.

Check-In Date

Click grid_calendar-lookup-default.gif to the right of the field to select the check-in date for this lodging expense. If the Check-In Date field is blank, the system will display the following error message when you select the Finish pushbutton: "Check-In Date is required."   

Check-Out Date

Click grid_calendar-lookup-default.gif to the right of the field to select the check-out date for this lodging expense. If the Check-Out Date field is blank, the system will display the following error message when you select the Finish pushbutton: "Check-Out Date is required."

If the Check-Out Date is earlier than the Check-In Date, the system will display the following error message: "Check-Out Date cannot be before Check-In Date."  

Number of Nights

Enter the number of nights for the lodging expense.

Comments

Enter any comments you wish to include with this lodging expense. You can enter up to 254 characters.

Back

Select the Back pushbutton to return to the second screen. Values entered on the third screen will not be lost.

Finish

Select the Finish pushbutton to complete editing the expense. The possible errors that can occur here are:

If an error occurs, the cursor will be positioned in the field that has the error. Once you have corrected all errors, the wizard screen will close and the table on the main screen will be refreshed with the updated record.

Cancel

Select the Cancel pushbutton to cancel editing the expense. The wizard screen will be cleared.

Third Screen - Transportation

If you selected "Transportation" as the Wizard Type, this screen will appear where you can finish editing the expense.

Provider

Select the provider from the drop-down box. The available options are those active providers set up in the system for "Transportation."

Merchant

Enter the merchant name you wish to associate with this transportation expense. You can enter up to 40 characters.

Departure Date

Click grid_calendar-lookup-default.gif to the right of the field to select the departure date for this transportation expense. If the Departure Date field is blank, the system will display the following error message when you select the Finish pushbutton: "Departure Date is required."

Return Date

Click grid_calendar-lookup-default.gif to the right of the field to select the return date for this transportation expense. If the Return Date field is blank, the system will display the following error message when you select the Finish pushbutton: "Return Date is required."

If the Return Date is earlier than the Departure Date, the system will display the following error message: "Return Date must be greater than or equal to Departure Date."

Ticket Number

Enter up to 20 characters for a ticket number for this transportation expense.

Itinerary

Enter up to 60 characters for the itinerary for this transportation expense.

Comments

Enter any comments you wish to include with this transportation expense. You can enter up to 254 characters.

Back

Select the Back pushbutton to return to the second screen. Values entered on the third screen will not be lost.

Finish

Select the Finish pushbutton to complete editing the expense. The possible errors that can occur here are:

If an error occurs, the cursor will be positioned in the field that has the error. Once you have corrected all errors, the wizard screen will close and the table on the main screen will be refreshed with the updated record.

Cancel

Select the Cancel pushbutton to cancel editing the expense. The wizard screen will be cleared.

Third Screen - Car Rental

If you select "Car Rental" as the Wizard Type, this screen will appear where you can finish editing the expense.

Provider

Select the provider from the drop-down box. The available options are those active providers set up in the system for "Car Rental."  

Merchant

Enter the merchant name you wish to associate with this car rental expense. You can enter up to 40 characters.

Start Date

Click grid_calendar-lookup-default.gif to the right of the field to select the start date for this car rental expense. If the Start Date field is blank, the system will display the following error message when you select the Finish pushbutton: "Start Date is required."

End Date

Click grid_calendar-lookup-default.gif to the right of the field to select the return date for this car rental expense. If the End Date field has no value, the system will display the following error message when you select the Finish pushbutton:  "End Date is required."

If the End Date is earlier than the Start Date, the system will display the following error message: "End Date must be greater than or equal to Start Date."

Agreement Number

Enter up to 20 characters for an agreement number for this car rental expense.

Comments

Enter any comments you wish to include with this car rental expense. You can enter up to 254 characters.

Back

Select the Back pushbutton to return to the second screen. Values entered on the third screen will not be lost.

Finish

Select the Finish pushbutton to complete editing the expense. The possible errors that can occur here are:

If an error occurs, the cursor will be positioned in the field that has the error. Once you have corrected all errors, the wizard screen will close and the table on the main screen will be refreshed with the updated record.

Cancel

Select the Cancel pushbutton to cancel editing the expense. The wizard screen will be cleared.

Third Screen - Other

If you select "Other" as the Wizard Type. this screen will appear where you can finish editing the expense.

Comments

Enter any comments you wish to include with this other expense. You can enter up to 254 characters.

Back

Select the Back pushbutton to return to the second screen. Values entered on the third screen will not be lost.

Finish

Select the Finish pushbutton to complete editing the expense. The wizard screen will close and the table on the main screen will be refreshed with the updated record.

Cancel

Select the Cancel button to cancel editing the expense. The wizard screen will be cleared.

Delete Expense

Select the expense or expenses that you wish to delete by clicking on the checkbox in the button to the left of the row. Then select the Delete Expense function to delete the row(s).

Application Functions

Besides the normal new.gif New, save.gif Save, delete.gif Delete, and search-act.gifSearch functions, this screen additionally has functions for import.gif Import, print-act.gif Print, and post-act.gifPost. Import is described in detail in the following sections.

Import

Use the Import function to import records from an American Express feed. Deltek Deltek Time\Expense\Self Service  supports the AMEX KR1025 ASCII file layout for importing expenses. When you click import.gifImport in the Maintain Expenses screen, the Import dialog displays.

Import File

Enter the name and location of the file you wish to use as your import file.

Browse

Use the Browse button to the right of the Import File field to browse your computer until you find the file you wish to use as your import file.

Bill Currency

This field displays the Bill currency (currency in which the credit card file is received) of the Batch Type. Use this information to determine which exchange rate to enter in Exchange Rate to (System Base currency).

Exchange Rate to (System Base Currency)

If the Pay currency of the Expense Batch Type equals the system’s Base currency, this field displays a default value of 1.0 and is disabled.

If the Pay currency is not the same as the Base currency, you can override the default value by entering the exchange rate that should be used when you import the expense amount. This is necessary if the expense was incurred, and should therefore be reimbursed, in a currency other than the system’s Base currency.

Import

Click Import to start the import process. If you have not supplied an Import File, the system will display the following error message: "Import File name is required."

If an error occurs during the import, an Import Errors dialog will display as will the following error: "The maintain expenses import has failed. See the Import Errors dialog for more information."   

Cancel

Select the Cancel pushbutton to cancel the import request. The dialog will close.

Import Errors Dialog

If errors are encountered during the import the following dialog will display.

Transaction ID

This column contains the transaction ID of the record in error. It is taken from positions 375-389 in the KR1025 import file.

Field

If the Batch ID, Batch Type, and Transaction ID already exist for the record being imported, this column will contain the hard-coded values of the Batch ID, Batch Type, and Transaction ID. If the error is an unexpected error, this column will display the field name in error, if the information is available. If it is a known error, this column will display the field name.

Value

If the Batch ID, Batch Type, and Transaction ID already exist for the record being imported, this column will display the values for the Batch ID, Batch Type, and Transaction ID. If the error is an unexpected error, this column will display the field information, if available for the field in error.  If it is an expected error, this column will display the field information.

Error

If the Batch ID, Batch Type, and Transaction ID already exist for the record being imported, this column will display the following information:  "The Batch ID, Batch Type and Transaction ID combination already exists in the Batch Expense Edit table."

If the error is an unexpected error, this column will display the following:  "The record could not be imported due to an unexpected error."

If is an expected error, this column will display the error. Some examples are:

Ignore

Select the Ignore pushbutton to ignore the records in error and to proceed with updating the database with those records passing validation. The dialog will close and the Import Results dialog will display.

Abort

If you do not wish to continue with importing the records, select the Abort pushbutton. The dialog will close and the database will not be updated.

Import Results Dialog

When the import finishes successfully or after you select the Ignore pushbutton on the Import Errors dialog, the following dialog will display.

Records Read

This field displays the number of records that were read from the import file. Remember, only records with a type of "1" will be read during import.

Records Excluded

This field displays the number of records that did not meet the filtering criteria as defined in the Batch Type for the imported batch. These records will not be posted as outstanding expenses.

Complete Records Written

This field displays the number of records that met the filtering criteria as defined in the Batch Type for the imported batch and the employee ID was supplied.

Incomplete Records Written

This field displays the number of records that met the filtering criteria as defined in the Batch Type for the imported batch but for which the employee ID was not supplied.

Records Rejected

This field displays the number of records that were ignored on the Import Errors dialog.

Close

Select the Close pushbutton to close the dialog.