Use the Miscellaneous tab to specify miscellaneous configuration options, such as the UDT to be used in the expense report header, where to get the invoice date, and the last expense report number, and receipt and report options. These are system-wide settings.
General
| Field | Description |
|---|
| Foreign Reimbursement
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Use the drop-down list to select how foreign currency amounts are converted. The values are:
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| Header UDT
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In the UDT field, click the Lookup icon
 , then select the UDT you want to display in the header portion of the expense report, and click
OK. Possible values are "None," "UDT01," "UDT02," "UDT03," "UDT04," "UDT05," "UDT06," "UDT07," "UDT08," "UDT09," "UDT10," "UDT11," "UDT12," "UDT13," "UDT14," and "UDT15."
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Note: Only UDTs being used (as set on the UDT Options Subtask screen) display as options.
| Field | Description |
|---|
| AP Invoice Date
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Use the drop-down list to select the date you wish to use from the expense report as the Invoice Date on the AP Voucher. Valid values are:
- Export Date - If you select this option, the date on which the expense reports are exported will be the Invoice Date on your AP vouchers in your financial system.
- Submit Date - If you select this option, the date on which the expense report is submitted will be the Invoice Date on your AP vouchers in your financial system.
- ER/Advance Date - If you select this option, the date that the user enters as an Expense Report Date will be the Invoice Date on your AP vouchers in your financial system.
This date could affect when the expenses are reimbursed to the employee.
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| Last Expense Report Number
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Enter up to 10 characters for the value to be used as the starting number for expense reports. The last character must be numeric so the field can be incremented by 1 as expense reports are entered. Make the numeric portion large enough to handle the number of expense reports to be entered in your system.
For example, if you anticipate no more than 10,000 expense reports being used throughout the life of the expense report system, enter "ER0000." The first expense report entered is given Expense Report Number ER0001, the next is given ER0002, and so on. Once you are past ER9999, the system displays an error if you try to enter another expense report.
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| Allow Unauthorized Charges
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Select the
Allow Unauthorized Charges check box to enable you to view and use charges for which they are not authorized. Although these charges are not displayed on the Charge Lookup dialog box, you can manually enter them for an expense report or expense authorization.
If you selected the
Direct Cost Point Access lookup option on the Charge Lookup Options tab of the General Configuration screen, the
Allow Unauthorized Charges option is not available. Employees can only use charges for which they are authorized in Costpoint.
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| Allow User Override of Org in Expense Wizard
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Select this check box if you want employees to have the ability to select a different Org when filling out the Expense Wizard portion of their expense report.
If you do not select this check box, the default Org will be the only available Org that the employee can use when filling out the Expense Wizard portion of the expense report.
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| Allow Org Entry in General Wizard
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Select this check box to allow users to enter an Org in the General Wizard portion of the expense report. Depending on how the Charge Type is configured, the system can pull the Org from this field when the employee enters expenses.
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| General Wizard Default Org
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Use the drop-down list to select the default Org that is used when the employee fills out the General Wizard portion of the expense report. The valid values are:
- Employee – The system uses the Org value from the most recent Employee History record.
- Project User-Defined Value #1 – The system uses the first User-Defined Value that has been set up for the Project.
- Project User-Defined Value #2 – The system uses the second User-Defined Value that has been set up for the Project.
- Project User-Defined Value #3 – The system uses the third User-Defined Value that has been set up for the Project.
- None – No default value is entered by the system.
If the
Allow Org Entry in the
General Wizard check box is not selected, this drop-down list is disabled.
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| Remove Image Receipt task on Revision or Rejection
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Select
Remove Image Receipt Task on Revision or Rejection if you want scanned receipts removed from expense reports that have been revised or rejected. When the expense reports are resubmitted, employees are required to re-scan the related receipts.
Leave
Remove Image Receipt Task on Revision or Rejection unselected if you want the image receipts retained so that employees do not need to re-scan them when submitting revised expense reports.
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Expense Authorization
| Field | Description |
|---|
| Last Expense Authorization Number
|
Enter up to 10 characters for the value to be used as the starting number for expense authorizations. The last character must be numeric so the field can be incremented by 1 as expense authorizations are entered. Be sure to make the numeric portion large enough to handle the number of expense authorizations that will be entered in your system.
Note: For example, if you anticipate no more than 10,000 expense authorizations being used throughout the life of the expense report system, enter something like "EA0000." The first expense authorization entered is given Expense Authorization Number EA0001, the next is given EA0002, and so on. Once you are past EA9999, the system displays an error if you try to enter another expense authorization.
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| Tolerance %
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Enter a tolerance percentage that can be used in conjunction with the authorization estimated amount and the actual amount spent on expenses. If the actual amount spent is within this tolerance percentage, the system uses the approvals that were done for the authorization in place of the approvals that should be done on the expense report.
Note: For example, if you set
Tolerance % at 10% and the total amount of the expense authorization is $1,000.00, the system will use the authorization's approvals, but only if the expense report total is not more than $1,100.00.
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| Field | Description |
|---|
| Receipt Storage Location
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Placeholder for description
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| Field | Description |
|---|
| Traveler Location
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Placeholder for description
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| Traveler Reject Location
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Placeholder for description
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| Image Examine Level
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Placeholder for description
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Defaults
| Field | Description |
|---|
| Number of My Expense Reports
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Select the number of expense reports employees are able to see from their desktops. The valid options are "1" through "25." The system uses this value as the Default Screen value on the Defaults tab of the Employee Information screen.
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| Default Expense Class
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Select the Expense Class that you wish to use as a default for new employee history records that are added or imported into the system. The available values are all expense classes set up on the Expense Classes screen in the Expense Setup menu.
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| Number of My Expense Authorizations
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Select the number of expense authorizations employees are able to see from their desktops. The valid options are "1" through "25." The system uses this value as the Default Screen value on the Defaults tab of the Employee Information screen.
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| Hide Voided Expense Reports on Desktop
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Select this check box to hide from view voided expense reports in the
MyExpenseReports section of the employee desktop.
Leave this check box unselected to display voided expense reports on the desktop.
Note: Employees can override this default setting for their individual desktops on the Preferences screen.
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| Hide Voided Expense Authorizations on Desktop
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Select this check box to hide from view voided expense authorizations in the
MyExpenseAuthorizations section of the employee desktop.
Leave this check box unselected to display voided expense authorizations on the desktop.
Note: Employees can override this default setting for their individual desktops on the Preferences screen.
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Receipt Options
| Field | Description |
|---|
| Receipt Imaging
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Use the drop-down list to determine whether the expense system will use the receipt imaging feature. Valid values are:
- Standard - Your employees will have the option to scan receipts and attach them to expense reports.
- Disabled - This feature is not used in Deltek Expense.
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| Gather Receipt Info at ER Sign
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Select this check box if you want employees to enter receipt information when they sign their expense reports. If you select this check box, they must identify those receipts that have been submitted, those that are missing, and provide explanations if a required receipt has not been included.
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Report Options
| Field | Description |
|---|
| Include Voucher Distribution Schedule on ER Print
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Select this check box if you want to print the Voucher Distribution Schedule when printing the Expense Report Summary report.
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Commitments
| Field | Description |
|---|
| Include Expense Authorizations in commitments at status
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From the drop-down menu, specify the point at which expense authorizations will be considered a commitment. Choose from the following:
- Submitted — Only expense authorizations with a status of “submitted” are included as commitments.
- Approved — Only expense authorizations with a status of “approved” are included as commitments.
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| Include Expense Reports in commitments at status
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From the drop-down menu, specify the point at which expense authorizations will be considered a commitment. Choose from the following:
- Submitted — Only expense reports with a status of “submitted” are included as commitments.
- Approved — Only expense reports with a status of “approved” are included as commitments.
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