Checklist: Configuring Vision for iAccess Expense Reports

These configuration options in Vision affect what employees can see and do in the Expense Reports area of the Employee workspace in iAccess.

Vision Setting	Impact on iAccess Expense Report	Vision Menu Path
General Expense Report Settings
Approved for use in processing	If this option is not selected in Vision for an employee, that employee does not have access to the Employee workspace in iAccess.	Info Center > Employee > General
Administration: Level	These options determine the employee's type of access to the iAccess Expense Reports area and their ability to edit their own expense reports. It is important to note that iAccess only allows access to an employee's own expense reports, regardless of the access rights that are assigned in Vision. In addition, iAccess does not allow you to actually approve expense reports, but it does acknowledge approved expense reports. The level options assigned in Vision include the following: Staff - Access to employee's personal expense reports only. The employee cannot resubmit an approved expense report. Group - Employee has access to expense reports for all employees within a particular group. Use the Groups grid to define the groups whose expense reports this employee can access. Company - Employee has access to expense reports for all groups and employees within a particular company. This option applies if your firm uses the Multicompany feature. System - Employee has access to expense reports for all groups and employees.	Info Center > Employee > Expense
Administration: Editing	When this option is selected, users can edit their own submitted and approved expense reports. This option also works in conjunction with the options described under Global Options below.
Global Options	The system administrator uses these features to configure global expense report options: Allow staff users to resubmit expense reports – This option works with the Administration: Level and Administration: Editing options that are described above. Select this option to allow users to resubmit edited expense reports. Allow staff users to resubmit expense reports – When this option is selected, users can edit their own submitted expense reports and resubmit the reports, but they cannot edit approved expense reports. This also changes the expense report status. Editing and Allow staff users to resubmit expense reports – When these options are selected, users can edit their own submitted and approved expense reports and resubmit the reports. This also changes the expense report status. Require users to enter categories on expense reports – Select this option to require employees to associate each expense on an expense report with an expense category. Expense categories allow you to standardize the account that is debited for specific types of expenses. When a user associates an expense with a category, the account specified for the category is automatically entered on the user's expense report. This may also impact the default amount in the TOTAL TAX AMOUNT field on the expense report. Require expense reports to be approved before posting – Select this option to require that submitted expense reports be approved before they can be posted to the database. Only employees with Group, Company, or System access to the Expense Report application can approve expense reports. You must use Vision to approve expense reports. Require electronic signatures when submitting expense reports – Select this option to require users to enter a password when they submit their expense reports. Treat inactive projects/plans as dormant – Select this option to allow the user to view and select only active projects, phases, or tasks on expense reports. Dormant projects, phases, or tasks are not available. If this option is not selected, the inactive projects, phases, or tasks display in the selection lists in the lookup dialog boxes. If you select an inactive record, iAccess displays a warning, but you can click OK to proceed. Display line number in expense report – Select this option if you want the LINE column to be available to display in the Expense Reports grid. This column displays the sequence number of the expense line, which is useful for reference purposes. Show Project/Phase/Task/Account – Use these options to determine the corresponding fields that will be available for display on the Expense Reports grid.	Configuration > Time & Expense > Company Expense > Setup
Tax Settings
Enable Tax Auditing Feature	Select this option to enable the TOTAL TAX AMOUNT and NET AMOUNT fields on the iAccess Expense Reports grid. Use the Tax Auditing feature to enter certain input taxes in iAccess and to report on taxes from expense reports.	Configuration > Accounting > Company Settings > Tax Auditing
Allow staff users to change tax codes and Allow staff users to change tax amounts	These options control if you can change the tax codes or tax amount on the Taxes dialog box that is accessible from the iAccess Expense Reports grid. You can access these options by clicking the Edit button to open the Expense Categories dialog box in Vision.	Configuration > Time & Expense > Expense Categories Configuration > Accounting > Company Settings > Tax Code
Tax Code	The Tax Code option allows you to assign a default tax code to an expense category. The tax codes that prefill in the Tax Code field in the Taxes grid are based on the default tax codes from the expense category that is entered for the expense item, or the default tax codes that are set on the Tax Auditing tab.
Disallow user to enter amount per mile on expense reports	The amount your company reimburses each user for travel appears in RATE on the Travel Detail dialog box. When you select this option, users cannot edit this amount on their expense reports.	Configuration > Time & Expense > Company Expense > Setup
Tax code to include in basis	Select this option to allow compound taxes on the iAccess expense reports. For compound taxes, two or more taxes are calculated for one expense item, and some of the taxes are generated on other taxes. Compound taxes are calculated on a "basis" amount that is the sum of the original amount being taxed plus the tax amount calculated for another applied tax.	Configuration > Accounting > Taxes
Thresholds	When a tax code is set up using thresholds but the tax amount results in a rate that falls outside of the timeline, you will receive a warning message. Contact your system administrator for details.
Currency Settings
Currency Code	Select Enable Multicurrency in Vision to enable the use of multiple currencies on iAccess expense reports. When selected, the CURRENCY CODE field displays on the iAccess Expense ReportS grid. Use this field to select the appropriate currency code for the expense line item.	Configuration > General > Currency
Security Settings
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.	Configuration > Security > Roles > Record Access