Correct displays in the expense report toolbar. When a user clicks Correct, the following actions occur:This feature enables users to correct expense reports that have already been processed through Costpoint or another financial software system. Additionally, Deltek Expense maintains an audit trail of all changes made to an expense report.
When users open an expense report that has been processed, Correct displays in the expense report toolbar. When a user clicks Correct, the following actions occur:
The expense report status is changed to a status of Draft.
The Expense Report Correction No. is increased by one.
The Expense Report Revision number is increased by one.
An audit trail commences and the following information is stored by Deltek Expense:
Text noting that Expense Report was corrected.
The date of the revision.
The Login ID of the employee making the revision.
An explanation of the revision.
You enable users to correct expense reports by their Expense Class (Expense » Settings » Expense Classes) and/or Functional Role (Administration » Users & Groups » Functional Roles). Your options include:
Not Allowed – Users of this Expense Class or Functional Role cannot correct processed expense reports, and the Correct icon is not available within processed expense reports.
Net Zero Only – Users of this Expense Class or Functional Role can only submit corrected expense reports that do not change the net reimbursement amount, and the options for adding expenses are disabled within the expense report. Additionally, they cannot change charge allocations, and fields are disabled within the various wizards that might affect the Expense Incurred amount, and therefore, the net reimbursement amount. For a complete list of these fields, see the topics in Claimed Expenses for the following wizards:
Car Rental
Lodging
Meals
Other
Transportation
All Corrections Allowed – Users of this Expense Class or Functional Role can make unlimited corrections to processed expense reports, including to the net reimbursement amount.
Other configuration options available for this feature include the following:
Days Past Expense Report Date – Specify the numbers of days past the origination date that an expense report can be modified
All Corrections Allowed – Users of this Expense Class or Functional Role can make unlimited corrections to processed expense reports, including to the net reimbursement amount.
When the user clicks Correct in a processed expense report, Deltek Expense creates a Correction table that stores all the original expense report information. This table is also used to back out the original expense report entries if you export the corrected expense report.
When you export expense reports where the net reimbursement amount has changed, Deltek Expense creates a voucher for the corrected amount and also creates a negative voucher for the original amount contained in the Corrections table. The employee is then reimbursed for the difference between the two vouchers.
For example, say an expense report was originally processed for $500.00, and the employee later submits a correcting expense report for $600.00. Upon export, the corrected expense report would generate a $600.00 voucher, but the Corrections table would generate 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.
When a user signs a corrected expense report, the User Directed Workflow, Receipt Information, and Due Company pages display only if one of the following occurred:
An expense(s) was added or removed
An expense(s) amount changed
A charge allocation(s) was changed
Once the report is signed, it only follows your normal workflow process if the correcting expense report contains added or removed expenses or changes to the charge allocations.
In cases where the amounts do not change, but the allocation does change, your normal workflow process applies. For example, if the original charge was allocated equally between two projects, but the correcting expense report reallocates 75% of the expense to one of the projects, Deltek Expense would initiate your standard workflow process if one or both projects was set for Line Level Approval.
In the event that an expense report is cleared, all associated correcting expense reports are also cleared from Deltek Expense.
When a user voids a correcting expense report, Deltek Expense reinstates the original expense report and changes its status from Voided to Processed. Any records previously contained in the Correction table, which were generated at the time the correcting expense report was created, are also removed.
To export correcting expense reports, select either Correcting or Regular/Correcting from the Include drop-down in the Process » Export ERs/Advances screen.
When you print the expense reports that you have selected for export, the cover page displays the types of reports you have selected for export, either regular, correcting or, both. If you have printed any correcting expense reports, the Correction No of the expense report displays in the header area of the report.