Checklist: Configuring Vision for iAccess Expense Report Lookups
These options are configured within Vision by the system administrator and impact the information that displays in iAccess expense report lookup dialog boxes. Refer to the Vision online help for detailed information about each feature.
| Vision Setting | Impact on iAccess Expense Report Lookups | Vision Menu Path | |
|---|---|---|---|
| Show Project, Show Phase, Show Task, Show Account, | Select each of these options to determine the field types for the corresponding lookup dialog box that are available for display on the Expense Reports grid. Each of these fields includes options to show name, number, or both.
For example, if you select the Name option for Show Account, the Expense Reports grid displays ACCOUNT NAME. Or, if you select the Number option instead, the Expense Reports grid displays ACCOUNT. When you click in either of these fields, the account lookup displays. Show Account also includes a None option that you can select if you do not want account information to display on the expense report. However, if you select None, you must assign a category in Company Expense Report Configuration so that an account can default. |
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| Enable Originating Vendor for Employee Expenses and A/P Vouchers | Select this option to enable entry of an originating vendor with the line items that are entered for employee expense reports. This is useful for situations where an employee's expense report includes purchases from a number of different vendors, such as a hotel or airline. | ||
| Treat inactive projects as dormant |
Select this option to allow the user to view and select only active projects, phases, or tasks on the project, phase, and task lookups in Expense Reports. Dormant projects, phases, or tasks are not available. When this option is not selected, the inactive projects, phases, or tasks will display in the lookup. Upon selection of a value, iAccess will warn the user that the status is inactive. |
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| Account | If you use the Multicompany feature, the only accounts that display in the Account lookup are those that are available to the company for the project assigned on the row. | ||
| Account Status | Accounts with the status of Error will not display in the Account Lookup dialog box in iAccess. However, dormant accounts will display if they do not have the Error status. | ||
| Apply Project Access to: Expense Reports | Select this option if you want the list of available projects to be filtered based on the project record level access set up for the user's security role on the Record Access tab of the Roles form. | ||
| Expense Categories | You can set up expense categories for users to apply with standard expense report entries. These categories provide predefined values when users select expense details for their expense reports. The expense categories that display in the Expense Report Category Lookup dialog box depend on the user's assigned company's expense categories and groups. |
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| Approved for Processing | Select this option for the vendor if you want it to be available in the Originating Vendor Lookup dialog box in the Expense Reports grid. If your firm uses the Multicompany feature, only vendors that have the Approved for use in processing for Company XX option selected on the Accounting tab of the Vendor Info Center for the same company that the user is logged into will be available in the Originating Vendor Lookup dialog box. | ||
| Currency Code | If your firm uses Vision Multicurrency feature, the CURRENCY CODE field displays on the iAccess Expense Reports grid. This allows the user to select the appropriate currency code for the expense line item. The lookup displays the currencies that are enabled for use by their company. | ||
| Tax Auditing | If your firm uses the
Vision Tax Auditing feature, the
TOTAL TAX AMOUNT field displays the calculated tax amount for the expense item. The user cannot enter a tax amount directly in this field because the amount either prefills with a default amount based on the configuration options, or an
 icon displays that provides access to the Taxes dialog box and associated lookup.
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| Allow staff users to change tax codes | If your firm uses the Vision Tax Auditing feature, select this option to allow users to change tax codes on the Taxes dialog box. | ||