Use the Import Options tab to set up options for importing American Express or Visa charges.
Identification Options
Use this group box to determine the starting and ending position in the credit card file that identifies the employee ID or provider ID. The credit card file is typically a flat file where each row represents an expense. Each field in the row has a purpose, and one of those purposes is providing the employee ID or the provider ID.
| Field | Description |
|---|
| Employee
|
In
Position, enter the position number in the credit card file that contains the first character of the employee ID.
In
Starting Position, enter the position number in the credit card file that contains the first character of the employee ID.
In
Ending Position, enter the position number in the credit card file that is used for the last character of the employee ID. The actual employee ID may not take up all of the positions from the starting position to the ending position or may even be blank from row to row, but this number represents the allotted number of positions available for the employee ID.
In
Compare To, use the drop-down list to select which field in Deltek Expense that the employee ID in the file should be compared to. The valid values are
Employee ID,
Government ID,
Pay Method Reference,
User Defined Field 1,
User Defined Field 2, and
User Defined Field 3.
Note: If you are not using the Employee User-Defined Field Labels on the Miscellaneous tab of the Configure General Settings screen, the
User Defined Field options are not displayed.
Note: This field is available for AMEX only.
|
| Provider
|
In
Starting Position, enter the position number in the credit card file that contains the first character of the provider ID.
In
Ending Position, enter the position number in the credit card file that is used for the last character of the provider ID. The actual provider ID may not take up all of the positions from the starting position to the ending position or may even be blank from row to row, but this number represents the allotted number of positions available for the provider ID.
In
Compare To, use the drop-down list to select which field in Deltek Expense that the employee ID in the file should be compared to. The valid values are
Provider Code,
User Defined Field 1,
User Defined Field 2, and
User Defined Field 3.
Note: If you are not using the Provider User-Defined Field Labels on the Miscellaneous tab of the Configure General Settings screen, the
User Defined Field options are not displayed.
Note: This field is available for AMEX only.
|
General Options
| Field | Description |
|---|
| Import as Multi-Currency
|
Select this check box if you are running Costpoint using the Multi-Currency option turned on, and you want the expenses in the file to be imported in their various currencies. Left unselected, the expenses are imported in each employee's base currency.
|
| Amex File Size
|
From the
Amex File Size drop-down list, select the desired import size for American Express credit card files. While the default of 5 megabytes (MG) is sufficient for most companies, other available choices are:
- 10 MG
- 20 MG
- 40 MG
- 80 MG
Larger files take longer to import and require greater system resources, so if your company does not require large file sizes, you may want to use the default value (5 MG) for importing American Express charges.
|
| Update Employee With Account Information
|
Select this check box to have the import link the Visa account number to the proper employee as a part of the upload.
The import updates
with the Visa information contained in the VISAVCF40 file.
Note: This field is available for Visa only.
|
| Update Provider with Supplier Names
|
Select this check box if you would like the import of the VISAVCF40 file to update the
with the names Visa uses for the company providing the services.
Note: This field is available for Visa only.
|
Filters
| Field | Description |
|---|
| Filter Type
|
Use this group box to determine whether expenses should be included or excluded as determined by the value contained in certain fields and the filters that you set up.
- Include Expenses That Meet Filter — Select this option to include expenses that meet the filter that you set up.
- Exclude Expenses That Meet Filter — Select this option to exclude expenses that meet the filter that you set up.
|
| Filter Method
|
Use this group box to determine whether the rule applies to all filters or any filters.
- All Filters — Select this option if the filter must meet ALL of the criteria filters that you have set up.
- Any Filters — Select this option if the filter can meet ANY of the criteria filters that you have set up.
|
Override Wizard Mapping
Options in this section are available for AMEX only.
| Field | Description |
|---|
| Car Rental
|
From the
Car Rental Wizard drop-down list, select
Car Rental to map imported car rental expenses to the Car Rental expense type code. Or, if desired, select
Other to map them to the Other expense type code.
By default, imported car rental expenses map to the Car Rental expense type code, but if your firm does not use this expense type, employees will not be able to view their car rental expenses unless the mapping is changed to
Other.
|
| Lodging
|
From the
Lodging Wizard drop-down list, select
Lodging to map imported lodging expenses to the Lodging expense type code. Or, if desired, select
Other to map them to the Other expense type code.
By default, imported lodging expenses map to the Lodging expense type code, but if your firm does not use this expense type, employees will not be able to view their lodging expenses unless the mapping is changed to
Other.
|
| Transportation
|
From the
Transportation Wizard drop-down list, select
Transportation to map imported transportation expenses to the Transportation expense type code. Or, if desired, select
Other to map them to the Other expense type code.
By default, imported transportation expenses map to the Transportation expense type code, but if your firm does not use this expense type, employees will not be able to view their transportation expenses unless the mapping is changed to
Other.
|
| Meals
|
From the
Meals Wizard drop-down list, select
Meals to map imported meal expenses to the Meals expense type code. Or, if desired, select
Other to map them to the Other expense type code.
By default, imported meal expenses map to the Meals expense type code, but if your firm does not use this expense type, employees will not be able to view their meal expenses unless the mapping is changed to
Other.
|
