Use the Basic Information tab to set up the batch type code, description, and source. You can also use this tab to select the bill currency and transaction currency that should be used for the batch type.
Screen Fields
| Field | Description |
|---|
| Code
|
Enter a 10-character uppercase alphanumeric batch type code. Each code must be unique.
|
| Description
|
Enter up to 30 characters for the batch type description. Make descriptions as short as possible and properly capitalize them because they are used in drop-down lists and as column headings for reports and inquiries.
|
General
| Field | Description |
|---|
| Source
|
Use the drop-down list to select the source of this batch type. The valid values in version 8.0 are
American Express (KR 1025),
Visa VCF 4.0, and
Manual Entry. If you plan on importing expenses from a credit card feed from American Express or Visa, select the proper source. You should select
Manual Entry if you plan on manually adding expenses to the screen either from a credit card or from another source. The source selected determines the layout of the Import Options tab. This is a required field.
|
| Days Due
|
Enter the number of days in which the expenses that use this batch type will be due.
For example, if you import expenses from an American Express Card and want them to be expensed within 30 days, enter
30 in this field.
|
| Payment Method
|
Use to select the payment method that is used by this batch type. The valid values are all payment methods that have been set up in the system with the exception of the Advance payment method. This is a required field.
|
| Allow Partial Posting
|
Select this check box to enable posting of incomplete credit card batches.
Enabling this feature allows valid transactions to import and post even if the batch contains incomplete transactions, for example, those lacking an employee name, ticket number, or other data.
The incomplete transactions are imported but maintained in the Batch Edit table, where administrators or accounts payable staff can later correct and post them.
|
| Bill Currency
|
If your firm receives AMEX and Visa bills in multiple billing currencies, select the bill currency that should be used to process this batch type.
Establishing a bill currency for batch types enables you to reimburse employees living in other countries in the same currency in which they are normally paid, provided that the bill currency you enter matches the pay currency of the employee being reimbursed.
The file will contain only one currency, so if your company employs workers in more than one country, you need to establish a batch type for each pay currency.
After the transactions are imported, the batch import program uses an exchange rate to convert the bill currency into the system's base currency.
Within Deltek Expense this provides for a transaction currency, a pay currency, and a base currency, which enables you to export whatever data is required by the ERP system based on configuration settings.
|
Defaults
| Field | Description |
|---|
| Transaction Currency
|
Click
to select the default transaction currency for the expenses that use this batch type. Typically, the selection made here is the currency in which the majority of the expenses occur. This field is optional.
|
| Employee
|
Click
to select the default employee for whom this batch type will be used. The values include all employees currently set up in the system. You should fill out this field only if you plan on setting up individual batch types per employee or if one employee incurs the majority of the expenses. This field is optional.
|
| Provider
|
Click
to select the default provider for this batch type. Valid values are all providers currently set up in the system. You should fill out this field only if one provider supplies the majority of the expenses for the batch type. This field is optional.
For example, Hertz Direct Bill sends you a bill each month that you manually enter so the employees can select the expense when filling out their expense reports. Since Hertz Direct Bill is the only vendor being used for this batch type, you should set up the default provider as
Hertz Direct Bill.
|
| Wizard Type
|
Use the drop-down list to select the default wizard type that should be used for this batch type. Valid values are
Car Rental,
Entertainment,
Lodging,
Meals,
Mileage,
Other, and
Transportation. You should fill out this field only if the majority of the expenses belong to one wizard type. This field is optional.
|
| Personal
|
Select this check box to default all expenses using this batch type as
Personal. Personal expenses are not reimbursed to the employee. You should select this check box only if the majority of expenses are personal. This field is optional.
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