Deltek Advantage Expensekeeper Administration

Welcome to Deltek Advantage Expensekeeper Administration, the Windows solution for establishing and administering the Expensekeeper application. Using Expensekeeper, employees can enter expense reports and submit them for processing. Designated administrators can then review and edit employee expense reports before they are posted to the Deltek Advantage database.

Before you begin, we suggest setting up each employee’s access to the Expensekeeper Administration application (System-level, Group-level, or Staff-level) on the Expensekeeper tab of Employee Table Maintenance.

What do you want to do?

Access the Expensekeeper Administration application.

Review the status of employee expense reports.

Change the status of employee expense reports.

Purge posted expense reports from your database.

Change the status of employee expense reports.

Set up Expensekeeper options.

Create employee groups to distribute expense report administration.

Establish security requirements for Expensekeeper users.

Define expense categories for Expensekeeper users.

Exit Expensekeeper Administration.

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Expensekeeper Administration Menu

The Expensekeeper Administration menu options allow you to perform the following functions:

Menu Options	Description
File	Open and close a file, save entries or edits, print data, specify printer setup options, and exit the program.
Edit	Undo edits, cut, copy, paste, and clear entries.
Modify	Insert, copy, and delete data.
Window	Scroll between tabs, display the toolbar, and modify the appearance of forms on the screen.
Help	Link to the Help documentation and review the Help files using the contents, index, or a word search. Display Expensekeeper version, database, copyright, and licensing information.
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Expensekeeper Administration Toolbar

The Expensekeeper Administration toolbar buttons allow you to perform the following functions:

Toolbar Buttons	Description
	Open the Expensekeeper status list.
	Save entries or edits on all tabs.
	Print the data on the current tab.
	Insert a blank data field on the current tab. You can insert blank data fields on the Employee Groups and Expense Categories tabs.
	Copy selected data items to a new data field. You can copy data on the Employee Groups and Expense Categories tabs.
	Delete the selected entry. You can delete entries on the Employee Groups and Expense Categories tabs.
	Display the Expensekeeper Administration Help files.
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Accessing Expensekeeper Administration

To access the Expensekeeper Administration application:

1.	Complete one of the following steps:

•	Select Utilities, Setup Table Maintenance, Expensekeeper Administration from the Deltek Advantage main menu.

•	Select Start, Programs, Deltek Advantage 7.0, Expensekeeper Administrator from the Start menu in Windows.

•	Double-click on the Expensekeeper Administrator shortcut icon on your desktop (if applicable).

The system displays the Expensekeeper Login form.

2.	Enter your employee number on the Expensekeeper Login form.

3.	Click OK.

4.	If applicable, Expensekeeper Administration prompts you to enter a password. Enter your password on the Password Required form

5.	Click OK. Your log on is complete.

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Printing Information in Expensekeeper Administration

You can print the information displayed on each tab of Expensekeeper Administration. This feature is useful for double-checking your setup options, reviewing the status of expense reports, and sending expense report status information to project managers.

To print an open form in Expensekeeper Administration, select File, Print from the Expensekeeper Administration menu, or click on the Print button, [image].

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Reviewing the Status of Expense Reports

The Report Status tab of Expensekeeper Administration allows you to review the status of all existing expense reports. Using this tab, you can:

•	Review all expense reports.

•	Review expense reports for a specific employee.

•	Review expense reports based on employee group assignment or expense report status.

•	Change the status of an expense report.

To review the status of expense reports:

1.	Access Expensekeeper Administration.

2.	Click on the Report Status tab. By default, Expensekeeper Administration shows the status of all employee expense reports.

3.	To review expense reports for a specific employee, enter the employee’s number in the Employee field, or double-click in this field to select an employee using the Employee Search form.

4.	To review expense reports for a specific employee group, enter the employee group code in the Group field, or select a code from the drop-down list in this field.

5.	To review expense reports based on report status, select the appropriate Include options to specify the types of expense reports you want to review. Your options are:

In Progress

Submitted

Posted

6.	Exit Expensekeeper Administration.

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Expense Report Status Values

For each employee expense report, the Select Report form displays one of the following status values:

In Progress — The employee has opened an expense report, but has not yet submitted the expense report for processing.

Submitted — The employee has submitted the expense report for processing. The expense report is now available for posting to your Deltek Advantage database.

Posted — The expense report has been posted to your Deltek Advantage database.


Changing the Status of Expense Reports

The Report Status tab of Expensekeeper Administration allows you to change the status of an In Progress or Submitted expense report.

You cannot change the status of a Posted expense report.

To change the status of an expense report:

1.	Access Expensekeeper Administration.

2.	Click on the Report Status tab.

3.	Click in the Status column box next to the expense report whose status you want to change.

5.	Click on the Refresh Status List button. Expensekeeper Administration prompts you to save your changes.

•	Click on the Yes button to save your changes and update the Status Totals list.

•	Click on the No button to reverse the changes you made and return to the Status tab. The Status Totals list is not updated.

•	Click on the Cancel button to return to the Status tab without saving your changes. Your changes are not reversed and the Status Totals list is not updated.

4.	Select File, Save from the Expensekeeper Administration menu, or click on the Save button, [image], to save your changes.

5.	Exit Expensekeeper Administration.

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Purging Expense Reports

Use the purge function in Expensekeeper Administration to remove posted expense reports from your database.

To purge expense reports:

1.	Access Expensekeeper Administration.

2.	Click on the Report Status tab.

3.	Click on the Purge Reports button. Expensekeeper Administration displays the Purge Expense Reports form.

4.	Enter an employee number in the For Employee field to purge all posted reports for a single employee. If you leave this field blank, Expensekeeper Administration will purge posted reports for all employees. Double-click in the For Employee field to select an employee using the Employee Search form.

5.	Use the Expense reports with dates between/and fields to select the appropriate purge dates. Double-click in either date field to select a date using a calendar lookup form.

•	Enter a date in the first field to purge posted expense reports with report dates that fall after a specified date.

•	Enter a date in the second field to purge posted expense reports with report dates prior to a specified date.

•	Enter a date in both fields to purge posted expense reports with report dates that fall between two specified dates.

6.	Click on the Purge Expense Reports button. Expensekeeper Administration displays the following message:

You are about to delete <number> expense reports. Deleting expense reports is a big deal. Once these reports are deleted they can never be reprinted. Are you sure you want to delete these expense reports?

7.	Click on the Yes button to purge the selected expense reports and return to the Status tab. Or, click on the No button to return to the Status tab without purging the selected expense reports.

8.	Exit Expensekeeper Administration.

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Setting Up Expensekeeper Options

The Setup tab of Expensekeeper Administration allows the System Administrator to define users’ Expensekeeper access and data entry options. The Setup tab includes three sections: General Options, Company Paid Default Information, and Distance Reimbursement.

To define users’ Expensekeeper access and data entry options:

1.	Access Expensekeeper Administration.

2.	Click on the Setup tab.

3.	Specify the General Options for Expensekeeper access and data entry, your Company Paid Default Information, and a Distance Reimbursement amount, referring to the context-sensitive help on the form.

4.	Select File, Save from the Expensekeeper Administration menu, or click on the Save button, [image], to save your changes.

5.	Exit Expensekeeper Administration.

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Creating Employee Groups

You establish employee groups to organize the administration of employee expense reports. For example, all of the employees who submit expense reports to the same administrator could be organized into a single group. You can delete an employee group at any time.

To create an employee group:

1.	Access Expensekeeper Administration.

2.	Click on the Employee Groups tab.

3.	Select Modify, Insert from the Expensekeeper Administration menu, or click on the Insert button, [image], to insert a blank row on the form.

4.	Enter a group code and description in the blank row, referring to the context-sensitive help on the form.

5.	Select File, Save from the Expensekeeper Administration menu, or click on the Save button, [image], to save the new employee group.

6.	Exit Expensekeeper Administration.

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Deleting Employee Groups

To delete an employee group:

1.	Access Expensekeeper Administration.

2.	Click on the Employee Groups tab.

3.	Select the employee group you want to delete by clicking on the appropriate row.

4.	Select Modify, Delete from the Expensekeeper Administration menu, or click on the Delete button, [image]. Expensekeeper Administration displays the following message:

Delete the current employee group?

5.	Click on the Yes button to delete the employee group and return to the Employee Groups tab. Or, click on the No button to return to the Employee Groups tab without deleting the employee group.

6.	Select File, Save from the Expensekeeper Administration menu, or click on the Save button, [image], to save your changes.

7.	Exit Expensekeeper Administration.

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Managing Expensekeeper Security

The employee names and numbers from your Deltek Advantage database appear on the Security tab of Expensekeeper Administration along with the information entered for each employee on the Expensekeeper tab of Employee Table Maintenance.

To review or revise information on the Security tab:

1.	Access Expensekeeper Administration.

2.	Click on the Security tab.

3.	Review or revise the security fields and options for each employee, referring to the context-sensitive help on the form.

4.	Select File, Save from the Expensekeeper Administration menu, or click on the Save button, [image], to save your changes.

5.	Exit Expensekeeper Administration.

 Tips

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Defining Expense Categories

The Expense Categories tab allows you to define categories that make the entry of expense reports quicker and easier for Expensekeeper users. You can delete an expense category at any time.

If you define employee groups on the Employee Groups form, you can define and assign categories by group on the Expense Categories tab.

To enter a new expense category:

1.	Access Expensekeeper Administration.

2.	Click on the Expense Categories tab.

3.	Select Modify, Insert from the Expensekeeper Administration menu, or click on the Insert button, [image].

4.	Enter expense category information in the blank row, referring to the context-sensitive help on the form.

5.	Select File, Save from the Expensekeeper Administration menu, or click on the Save button, [image], to save your changes.

6.	Exit Expensekeeper Administration.

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Deleting Expense Categories

To delete an expense category:

1.	Access Expensekeeper Administration.

2.	Click on the Expense Categories tab.

3.	Select the expense category you want to delete, using the drop-down list in the Select Category field.

4.	Select Modify, Delete from the Expensekeeper Administration menu, or click on the Delete button, [image]. Expensekeeper Administration displays the following message:

Delete the current expense category?

5.	Click on the Yes button to delete the expense category and return to the Expense Categories tab. Click on the No button to return to the Expense Categories tab without deleting the expense category.

6.	Select File, Save from the Expensekeeper Administration menu, or click on the Save button, [image], to save your changes.

7.	Exit Expensekeeper Administration.

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Deltek Advantage Expensekeeper

Welcome to Deltek Advantage Expensekeeper.

Use Expensekeeper to enter expense report data for a specific expense or group of expenses.

Expensekeeper allows you to:

•	Enter individual expense data, including the expense date, a description of the expense, the dollar amount of the expense, and the company-defined category into which the expense falls.

•	Enter project, task, and account values.

•	Determine company paid and billable options.

•	Enter details for a specific expense.

•	Use search forms to look up dates, categories, projects, tasks, and accounts.

•	Copy expense reports from a prior period into the current period.

As you enter expenses, Expensekeeper displays the project, task, and account code names for the selected expense line item. In addition, Expensekeeper automatically calculates your total expenses from the amounts you enter. Expensekeeper then subtracts any advance payments or company paid items to determine the total reimbursement due. When you finish entering your expenses, you submit the expense report to your Expensekeeper Administrator for processing.

What do you want to do?

Access Expensekeeper.

Create a new expense report.

Open an existing expense report.

Enter expense report data.

Copy an expense report.

Save an expense report.

Print an expense report.

Delete an expense report.

Submit an expense report.

Edit an expense report.

Exit Expensekeeper.

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Expensekeeper Login Form

To access the Expensekeeper Administration and Expensekeeper applications, you must complete the Expensekeeper Login form.

To complete the Expensekeeper Login form:

1.	Enter your employee number in the Employee field.

2.	Click on the Options button to view database information.

Database Connection Fields	Description
Link File Name	The name of your database link file (AdvLink.mdb) appears in this field. You must connect to the database link file that resides in the network directory with your Deltek Advantage database. Click on the Browse button to select a link file.
Protocol	If you are using a SQL Server database, click on the Protocol button to select the Default Network Protocol to be used when communicating with the database.
3.	Click OK.

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Password Protection

If the Expensekeeper Administrator at your firm has set up the Expensekeeper Administration and Expensekeeper applications to require passwords, you must enter your password each time you log on to Expensekeeper or Expensekeeper Administration.

The first time you log on to Expensekeeper Administration or Expensekeeper (using the Expensekeeper Login form), the system prompts you to either create a password or enter a password. Thereafter, each time you log on, the system prompts you to enter your password on the Password Required form.

You can change your password at any time

What do you want to do?

Create a password.

Enter a password.

Change your password.

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Creating a Password

If your Expensekeeper Administrator has not set up a password for you, Expensekeeper Administration/Expensekeeper prompts you to create a password the first time you log on.

To create a password:

1.	Enter your password in the Password field. Your password can be as many as 16 characters in length.

2.	Verify your password by entering it again in the Verification field.

3.	Click OK. Your log on is complete.

If your Expensekeeper Administrator has set up a password for you, Expensekeeper Administration/Expensekeeper simply prompts you to enter the password on the Password Required form.

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Entering a Password

If the Expensekeeper Administrator at your firm has set up the Expensekeeper Administration and Expensekeeper applications to require passwords, you must enter your password each time you log on to Expensekeeper Administration or Expensekeeper. When you enter your employee number on the Expensekeeper Login form, the system displays the Password Required form.

To complete your log on, simply enter your password in the Password field and click OK.

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Changing Your Password

You can change your Expensekeeper Administration/Expensekeeper password at any time.

To change your password:

1.	Click on the Set Password button on the Password Required form to display the Old Password, New Password, and Verification fields.

2.	Enter your old password in the Old Password field.

3.	Enter your new password in the New Password field. Your new password can be as many as 16 characters in length.

4.	Verify your new password by entering it again in the Verification field.

5.	Click OK. Your password is changed. Enter your new password on the Password Required form the next time you log on to Expensekeeper or Expensekeeper Administration.

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Opening an Existing Expense Report

You can use Expensekeeper to create new expense reports or to open and edit existing expense reports.

To open an existing expense report:

1.	Access Expensekeeper. The system displays the Select Report form.

By default, your employee number appears in the Employee field on the Select Report form. To create or open an expense report for another employee, enter an employee number in the Employee field, or double-click in this field to select an employee number using the Employee Search form.

2.	Double-click on a report from the list, or click on a report and click on the Select button. Expensekeeper opens the selected expense report.

3.	Review and edit expense report data, as needed.

4.	Select File, Save from the Expensekeeper menu, or click on the Save button, [image], to save any changes.

5.	Exit Expensekeeper.

After you have opened an expense report, if you want to create or open an expense report for another employee, select File, Open from the Expensekeeper menu, or click on the Open button, [image]. Expensekeeper displays the Select Report form. Use this form to create or open an expense report for another employee.

When you open an expense report for another employee, Expensekeeper does not close the expense report that you currently have open.

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Creating a New Expense Report

You can use Expensekeeper to create new expense reports or to open and edit existing expense reports.

To create a new expense report:

1.	Access Expensekeeper. The system displays the Select Report form.

By default, your employee number appears in the Employee field on the Select Report form. To create or open an expense report for another employee, enter an employee number in the Employee field, or double-click in this field to select an employee number using the Employee Search form.

2.	Click on the New button to create a new expense report. Expensekeeper displays a blank expense report form.

3.	Enter expense report data.

4.	Select File, Save from the Expensekeeper menu, or click on the Save button, [image], to save the new expense report.

5.	Exit Expensekeeper.

After you have opened an expense report, if you want to create or open an expense report for another employee, select File, Open from the Expensekeeper menu, or click on the Open button, [image]. Expensekeeper displays the Select Report form. Use this form to create or open an expense report for another employee.

When you open an expense report for another employee, Expensekeeper does not close the expense report that you currently have open.

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Entering Expense Report Data

Use Expensekeeper to enter expense report data for a specific expense or group of expenses.

To enter expense report data:

1.	Create a new expense report or open an existing expense report.

2.	Enter data in the appropriate fields on the expense report, referring to the context-sensitive help on the form.

3.	Select File, Save from the Expensekeeper menu, or click on the Save button, [image], to save your entries.

4.	Exit Expensekeeper.

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Entering Expense Categories

You must enter a value in the Category field if your Expensekeeper Administrator has selected the Require users to enter categories on expense reports option on the Setup tab of Expensekeeper Administration.

To search the database for expense categories, complete one of the following steps:

•	Double-click in the Category field.

•	Click in the Category field and then select Tools, Search from the Expensekeeper menu.

•	Click in the Category field and then click on the Search button, [image].

Expensekeeper displays a list of the expense categories defined by your Expensekeeper Administrator.

Click on an expense category to enter that category on the expense report form. Expensekeeper automatically enters the selected category’s billing, account, and project values on the expense report form.

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Entering Project Numbers

You can enter project number values directly in the Project field on the expense report form.

If your project numbers include leading zeroes, you do not need to enter the entire project number in Expensekeeper. For example, to enter project number 00001.00, enter 1. (the number one, followed by a decimal point) and then press the Tab key. Expensekeeper automatically enters the entire project number in the Project field.

To search the database for project numbers, complete one of the following steps:

•	Double-click in the Project field.

•	Click in the Project field and then select Tools, Search from the Expensekeeper menu.

•	Click in the Project field and then click on the Search button, [image].

Expensekeeper displays the Project Search form.

Double-click on a project number from the search list, or click on a project number from the search list and then click OK. Expensekeeper enters the selected project number in the Project field on the expense report form.

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Entering Task Numbers

If the project specified in the Project field has tasks, you must enter a task number value in the Task field on the expense report form. You can enter task number values directly in this field.

If your task numbers include leading zeroes, you do not need to enter the entire task number in Expensekeeper. For example, to specify task 001, enter 1 (the number one) and then press the Tab key. Expensekeeper automatically enters the entire task number in the Task field.

To see a list of all the task numbers associated with a specified project, complete one of the following steps:

•	Double-click in the Task field.

•	Click in the Task field and then select File, Search from the Expensekeeper menu.

•	Click in the Task field and then click on the Search button, [image].

Expensekeeper displays the task list for the specified project. Click on a task number from the list to enter that task on the expense report form.

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Entering Account Numbers

You can enter account number values directly in the Account field on the expense report form.

To search the database for account numbers, complete one of the following steps:

•	Double-click in the Account field.

•	Click in the Account field and then select File, Search from the Expensekeeper menu.

•	Click in the Account field and then click on the Search button, [image].

Expensekeeper displays the Account Search form.

Double-click on an account number from the search list, or click on an account number from the search list and then click OK. Expensekeeper enters the selected account number in the Account field on the expense report form.

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Entering Expense Details

For each item on your expense report, you can enter details describing the business reason for the expense. When you enter detail for an expense line item, the Expensekeeper Expense Report form displays the following message:

** Detail exists **

The message appears only when your cursor is on the line item for which you have entered detail information.

To access a Detail form for a specific expense item, complete one of the following steps:

•	Double-click in the Description field.

•	Click in the Description field and then click on the Detail button [image].

•	Click in the Description field and then select Tools, More Detail from the Expensekeeper menu.

If you have not entered an expense category in the Category field, Expensekeeper displays the General Detail form. If you have entered an expense category, Expensekeeper displays one of the following Detail forms, based on the options selected by your Expensekeeper Administrator:

General Detail

Business Meals Detail

Travel Mileage Detail

No Detail

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General Detail Form

If Expensekeeper displays the General Detail form:

1.	Use the Business Reason for Expense field to enter your reason for including the selected expense item on the expense report. You can enter up to 255 characters of free text in this field.

2.	Click on the Close button, [image], on the General Detail form to save your entries.


Business Meals Detail Form

If Expensekeeper displays the Business Meals Detail form:

1.	Use the Business Reason for Expense field to enter your reason for including the selected expense item on the expense report. You can enter up to 255 characters of free text in this field.

2.	Enter the name of each person whose meal you are including as part of the expense item in the Name of Each Person field.

3.	Click on the Close button, [image], on the Business Meals Detail form to save your entries.


Travel/Mileage Detail Form

If Expensekeeper displays the Travel/Mileage Detail form:

1.	Use the Business Reason for Expense field to enter your reason for including the selected expense item on the expense report. You can enter up to 255 characters of free text in this field.

2.	Enter your starting locations and destinations in the Travel From/To field. This is a free text field.

3.	Enter the number of miles traveled in the Miles field.

4.	Enter the amount your company compensates you per mile in the @ field. The compensation amount defaults from Expensekeeper Administration, but you can change the default amount on the Travel/Mileage Detail form, if necessary.

After you enter values in the Miles and @ fields, the Per Mile = field displays the total mileage expense. Expensekeeper calculates this amount using the number of miles traveled and the amount your company compensates you per mile. Expensekeeper automatically enters this figure in the Amount field on the expense report form.

5.	Click on the Close button, [image], on the Travel/Mileage Detail form to save your entries.


No Detail Form

If Expensekeeper displays the No Detail form, you cannot enter any detail information for the selected expense item.


Saving an Expense Report

Expensekeeper saves expense report data in your Deltek Advantage database only when you explicitly issue a request to save your entries. It is important to save your expense report entries frequently to avoid losing data in the event of a power failure or a problem with your network connection.

To save your entries, select File, Save from the Expensekeeper menu, or click on the Save button, [image].

Expensekeeper does not submit your expense report when you save your entries. However, Expensekeeper does save your entries when you submit your expense report.

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Submitting an Expense Report

When you have entered all of the current expense items on your expense report, you are ready to submit the report for processing. When you submit your expense report for processing, it becomes available for posting to your Deltek Advantage database.

Before you submit your expense report, be sure the data you entered is correct. If your Expensekeeper Administrator has selected not to allow users to resubmit expense reports, you will not be able to make changes to your expense report after you submit it.

To submit an expense report:

1.	Open the expense report that you want to submit.

2.	Select File, Submit from the Expensekeeper menu, or click on the Submit button, [image]. Expensekeeper displays the Submitting Report form.

3.	Select the Summary Expense Report option to submit a report that includes the basic data entered on the expense report form: date, category, description, amount, bill and paid status, project, task, and account.

4.	Select the Detail Expense Report option to submit a report that includes all the summary data entered on the expense report form, plus the business reason for the expense and any details entered on the Detail forms.

5.	Click on the Submit button. Expensekeeper submits the expense report for processing.

6.	Exit Expensekeeper.

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Moving Between Rows

Press the Up and Down arrow keys to move between rows. To move to a particular field, click in the desired field.

If there are more than 10 rows of expense report data, use the vertical scroll bar on the expense report form to move additional rows into the view area.

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Moving Within a Row

Press the Tab key to move one column to the right within the same row, or press the Shift+Tab keys to move one column to the left within the same row.

To move to a particular field, click in the desired field.

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Inserting Rows

To insert a new row on the expense report form, complete one of the following steps:

•	Select Edit, Insert Row from the Expensekeeper menu.

•	Click on the Insert button, [image].

•	Click in the Account field in the last row on the expense report form, and then press the Tab key.

Expensekeeper inserts a blank row on the expense report form.

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Sorting Rows

You can sort the items on an expense report (alphabetically or numerically) by date, category, description, amount, project, task, bill or paid status, or account. To sort the items on the report, click on the appropriate column tab on the expense report form. For example, to sort the items on your report alphabetically by category, click on the Category column tab.

You can sort data in ascending or descending order. Click once on the appropriate column tab to establish a sort order (either ascending or descending). Click on the column tab again to reverse the sort order.

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Deleting Rows

To delete rows from an expense report:

1.	Open an expense report.

2.	Click in any field in the expense report row that you want to delete.

3.	Complete one of the following steps:

•	Select Edit, Delete Row from the Expensekeeper menu.

•	Click on the Delete button, [image].

•	Press the Delete key.

Expensekeeper displays the following message:

Delete the current row?

4.	Click on the Yes button to confirm the deletion and return to the expense report form. Or, click on the No button to cancel the deletion and return to the expense report form.

5.	Select File, Save from the Expensekeeper menu, or click on the Save button, [image], to save your changes.

6.	Exit Expensekeeper.

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Using the Account Search Form

Use the Account Search form to search for and select accounts in your Deltek Advantage database. Use the form to do the following:

View all database entries for the Search field.

View specific entries based on type.

Add to the retrieved list.

Resize the search window.

Split the search list.

Select a value from the list.

Click on the area of the following Account Search form that you would like to learn more about.

 Tip


Copying an Expense Report

If you repeatedly incur the same expenses, you can save time by using the Select Report form to copy an existing expense report.

To copy an expense report:

1.	Access Expensekeeper. The system displays the Select Report form.

2.	Select the report that you want to copy and click on it.

3.	Click on the Copy button. Expensekeeper copies data from the selected expense report to a new expense report. The current date appears on the new expense.

4.	Enter the following information on the new report:

•	A new name in the Report Name field.

•	A new date in the Date field for each expense item.

•	A new amount in the Amount field for each item.

5.	Enter additional data, as needed.

6.	Select File, Save from the Expensekeeper menu, or click on the Save button, [image], to save the new expense report.

7.	Exit Expensekeeper.

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Deleting an Expense Report

All Expensekeeper users can delete their own expense reports prior to submitting them. Group and System Administrators can delete other employees’ expense reports prior to submission, if they have access and editing rights to the selected expense reports. You define expense report access and editing rights on the Expensekeeper tab of Employee Table Maintenance and the Security tab of Expensekeeper Administration.

To delete an expense report:

1.	Access Expensekeeper. The system displays the Select Report form.

2.	Select the expense report that you want to delete and click on it. You can only delete expense reports with a status of In Progress.

3.	Click on the Delete button. Expensekeeper displays the following message:

Are you sure you want to delete the following –

Expense Report Name: NAME

Expense Report Date: M/DD/YYYY

4.	Click OK to delete the expense report and return to the Select Report form. Or, click on the Cancel button to cancel the deletion and return to the Select Report form.

5.	Exit Expensekeeper.

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Printing an Expense Report

To print an expense report:

1.	Open the expense report that you want to print.

2.	Complete one of the following steps:

•	Select File, Print from the Expensekeeper menu.

•	Click on the Print button, [image].

•	Press the CTRL+P keys.

Expensekeeper displays the Printing Report form.

1.	Select the Summary Expense Report option to print a report that includes the basic data entered on the expense report form: date, category, description, amount, bill and paid status, project, task, and account.

2.	Select the Detail Expense Report option to print a report that includes all the summary data entered on the expense report form, plus the business reason for the expense and any details entered on the Detail forms.

3.	Exit Expensekeeper.

 Notes


Changing a Submitted Expense Report

You can change and resubmit a submitted expense report only if your Expensekeeper Administrator has selected the Allow users to resubmit expense report s option on the Setup tab of Expensekeeper Administration. If your Expensekeeper Administrator has not selected this option, you can submit an expense report only once and you cannot make changes to an expense report after you have submitted it. If you need to make changes to a submitted expense report, you must contact your Expensekeeper Administrator.

If your Expensekeeper Administrator has selected the Allow users to resubmit expense reports option, you can make changes to a submitted expense report and resubmit it for processing. When you resubmit an expense report, the data originally submitted is overwritten and replaced by the data entered on the revised expense report.

To change and resubmit a submitted expense report:

1.	Open the expense report that you want to resubmit.

2.	Make changes to the expense report, as needed.

3.	Select File, Submit from the Expensekeeper menu, or click Submit.

Expensekeeper resubmits the expense report for processing.

4.	Exit Expensekeeper.

 Notes

 Related Topics


Exiting Expensekeeper

To exit Expensekeeper, select File, Exit from the Expensekeeper menu.

When you exit Expensekeeper, the system prompts you to save your entries to the current expense report, if you have not yet saved your entries.

You have three options:

•	Yes — Select this option to save your expense report entries and exit Expensekeeper.

•	No — Select this option to exit Expensekeeper without saving your expense report entries.

•	Cancel — Select this option to return to Expensekeeper without saving your expense report.

If you have made changes to a previously submitted expense report, Expensekeeper prompts you to resubmit your changes. If you select No at the prompt and exit Expensekeeper, your changes are lost and the expense report is not resubmitted.

 Related Topics


Editing an Expense Report

All Expensekeeper users can edit their own expense reports prior to submitting them. Group and System Administrators can edit other employees’ expense reports prior to submission, if they have access and editing rights to the selected expense reports. You define expense report access and editing rights on the Expensekeeper tab of Employee Table Maintenance and the Security tab of Expensekeeper Administration.

To edit an expense report:

1.	Open the expense report that you want to edit.

2.	Make changes to the expense report, as needed.

3.	Select File, Save from the Expensekeeper menu, or click Save, to save your entries.

4.	Exit Expensekeeper.

 Related Topics


Using the Project Search Form

Use the Project Search form to search for and select projects in your Deltek Advantage database. Use the form to do the following:

View all database entries for the Search field.

View specific entries based on type.

Add to the retrieved list.

Resize the search window.

Split the search list.

Select a value from the list.

Click on the area of the following Project Search form that you would like to learn more about.

 Tip


Using the Employee Search Form

Use the Employee Search form to search for and select employees in your Deltek Advantage database. Use the form to do the following:

View all database entries for the Search field.

View specific entries based on type.

Add to the retrieved list.

Resize the search window.

Split the search list.

Select a value from the list.

Click on the area of the following Employee Search form that you would like to learn more about.

 Tip


To view all database entries for the Search field:

1.	Click on the Retrieve button without entering a search value.

2.	Double-click an item to select it from the retrieved list.


To view specific entries based on type:

1.	Click on the drop-down arrow [image] in the Search by field. Select a search column from the drop-down list.

2.	Enter an appropriate value in the Search field.

3.	Click on the Retrieve button. Or, if the Retrieve Automatically option is selected, the system jumps down to the first value that matches the criteria.

4.	Double-click an item to select it from the retrieved list.


To add to the retrieved list:

1.	Select the Add Search Results to List option at the bottom of the Project Search form.

2.	Select a search column from the drop-down list.

3.	Enter an appropriate value in the search value field.

4.	Click on the Retrieve button.

5.	Enter a new value in the search value field.

6.	Click on the Retrieve button.

The new search results merge with the current list. The above steps apply only if the Retrieve Automatically option is not selected.


To resize the search window:

1.	Move your cursor over the borders of the window and click when it takes this shape: .

2.	Drag the side, reducing or enlarging the size of your window as needed.


To split the search list:

1.	Position your cursor over the left side of the horizontal scroll bar until it takes this shape:

2.	Drag the window to the right to split the window and have the ability to horizontally scroll two separate lists.

The list is split for this session only. The list is no longer split the next time you open the search form.


Search by Column

Select the criteria by which to sort your search results. The Project Search form includes several default choices from which you can select.

Click on the drop-down arrow in this field to select a value.

Search By Column Example


Search by Column

Select the criteria by which to sort your search results. The Employee Search form includes several default choices from which you can select.

Click on the drop-down arrow in this field to select a value.

Search By Column Example


Search by Column

Select the criteria by which to sort your search results. The Account Search form includes several default choices from which you can select.

Click on the drop-down arrow in this field to select a value.

Search By Column Example


Search Value

Enter the value for which to search. For example, a project name or number.

Entering more letters or numbers narrows the search. Entering fewer letters or numbers expands the search.

Search Value Example


Search Value

Enter the value for which to search. For example, an employee name or number.

Entering more letters or numbers narrows the search. Entering fewer letters or numbers expands the search.

Search Value Example


Search Value

Enter the value for which to search. For example, an account name or number.

Entering more letters or numbers narrows the search. Entering fewer letters or numbers expands the search.

Search Value Example


Print Button

Click on the Print button to print the search list results.


Help Button

Click on the Help button to display on-line help for the search form.


Column Headings

Click on column headings to reorder the list.


Column Sizing

Drag the column heading borders to change the column size. Place your cursor over the border until it becomes a double-headed arrow, as shown in the graphic below, and then re-size as necessary.


Search List Results

Enter your search criteria and then click on the Retrieve button. The search list results appear. Double-click on an item to select it.

If you have the Retrieve Automatically option selected, the system automatically updates the search list results when you change the selection criteria.


Active Projects Only

Select this option to view only projects that have a status of Active.


Active Employees Only

Select this option to view only employees that have a status of Active.


Append Search Results to List

Select this option if you want to add the results of the current search to the existing retrieved search list.

If you do not select this option, the system will generate a new list each time you perform a new search.


Retrieve Automatically

Select this option if you want the system to automatically retrieve the entire list of projects each time the search form is opened. The system will also automatically update the list each time you change the search criteria or when you select/deselect the Active Projects Only option.

If you have a large project list that will take a long time to open, you should not use this option.


Retrieve Automatically

Select this option if you want the system to automatically retrieve the entire list of employees each time the search form is opened. The system will also automatically update the list each time you change the search criteria or when you select/deselect the Active Employees Only option.

If you have a large employee list that will take a long time to open, you should not use this option.


Retrieve Automatically

Select this option if you want the system to automatically retrieve the entire list of accounts each time the search form is opened. The system will also automatically update the list each time you change the search criteria.

If you have a large account list that will take a long time to open, you should not use this option.


Project Type

Use this option to limit the projects in the search list results to a specific type of project.

Click on the drop-down arrow in this field to select a project type.


Account Type

Use this option to limit the accounts in the search list results to a specific type of account.

Click on the drop-down arrow in this field to select an account type.


OK Button

Click on the OK button to enter selected items from the list on your expense report.


Cancel Button

Click on the Cancel button to exit the search form without selecting any items from the list to enter on your expense report.


Window Sizing

Drag window sides to resize the window and change the list size. Place your cursor over the border of the window until it becomes a double-headed arrow, as shown in the graphic below, and then resize as necessary.


Rows Retrieved

Displays the number of rows that were retrieved.


Find Next Button

Click on the Find Next button to find the next value in the lookup list that meets the criteria entered on this form.


Retrieve Button

Click on the Retrieve button to produce the list, to match any partial entry in the Search field, or to manually retrieve a list after changing the sort (for example, from Name to Number).

This button only appears when the Retrieve Automatically option is not selected. Once you click on the Retrieve button, it becomes disabled until the criteria for the lookup list changes.


Search Value Example

If you are searching by name:

•	Enter B or b to list all entries that begin with that letter.  Enter more letters of the name, such as Bos, to further narrow the search.

•	Enter %Bos or %bos to list all entries that include those letters.

If you are searching by number:

•	Enter 9 to list all entries that begin with that number.

•	Enter %9 to list all entries that include that number.


Search By Column Example

For example, to search for projects in a specific profit center:

1.	Select the Profit Center option in the Search by field. The Project Search form adds the Profit Center column to the search list results window. You may have to scroll the window to the right to see the additional column.

2.	Re-size your columns so that you can see all three fields in the search list results section of the form.

3.	Enter the profit center value for which to search in the Search field.

4.	Click on the Retrieve button to display the results that match your search criteria. If you have the Retrieve Automatically option selected, the Project Search form automatically updates your search list results.


Search By Column Example

For example, to search for specific types of accounts:

1.	Select the Account Type option in the Search by field. The Account Search form adds the Account Type column to the search list results window. You may have to scroll the window to the right to see the additional column.

2.	Re-size your columns so that you can see all three fields in the search list results section of the form.

3.	Enter the account type value for which to search in the Search field.

4.	Click on the Retrieve button to display the results that match your search criteria. If you have the Retrieve Automatically option selected, the Account Search form automatically updates your search list results.


Search By Column Example

For example, to search for employees in a specific Expensekeeper group:

1.	Select the Expensekeeper Group option in the Search by field. The Employee Search form adds the Expensekeeper Group column to the search list results window. You may have to scroll the window to the right to see the additional column.

2.	Re-size your columns so that you can see all three fields in the search list results section of the form.

3.	Enter the Expensekeeper group value for which to search in the Search field.

4.	Click on the Retrieve button to display the results that match your search criteria. If you have the Retrieve Automatically option selected, the Employee Search form automatically updates your search list results.


Vertical Scroll Bar

Drag the vertical scroll bar to move up and down in the retrieved list.


Horizontal Scroll Bar

Drag the horizontal scroll bar to move left and right in the retrieved list.


Split Control

Position your cursor over the left side of the horizontal scroll bar until it takes this shape: , then drag to split the list. This gives you the ability to scroll two separate lists.


Drop-down List

Click on the drop-down list button to display a list of items from which to select. Scroll until the desired item appears, then click on the item to select it.


Minimize Button)
Minimize Button

Click on this button to minimize the search form.


Maximize Button

Click on this button to enlarge the form to the size of your screen.


Close Button

Click on the Close button to exit the search form.


Employee

To view expense reports for a specific employee, enter the appropriate employee number in this field and click on the Refresh Status List button. Information for the specified employee appears on the form and the numbers in the Status Totals column change.

To view reports for all employees, leave this field blank.

Double-click in this field to select an employee using the Employee Search form.


Group

To view expense reports for a specific group of employees, enter the appropriate group code in this field or select a code from the drop-down list in this field. Click on the Refresh Status List button. Information for the specified group appears and the numbers in the Status Totals column change.

To view reports for all employee groups, leave this field blank.


Include: In Progress

Select this option to view expense reports with a status of In Progress. Expense reports with this status automatically appear in the report window.

If you do not want to view expense reports with a status of In Progress, clear this option. The expense reports with a status of In Progress are automatically removed from the report window.

A status of In Progress indicates that the employee has opened an expense report, but has not yet submitted the expense report for processing.


Include: Submitted

Select this option to view expense reports with a status of Submitted. Expense reports with this status automatically appear in the report window.

If you do not want to view expense reports with a status of Submitted, clear this option. The expense reports with a status of Submitted are automatically removed from the report window.

A status of Submitted indicates that the employee has submitted the expense report for processing. The expense report is now available for posting to your Deltek Advantage database.


Include: Posted

Select this option to view expense reports with a status of Posted. Expense reports with this status automatically appear in the report window.

If you do not want to view expense reports with a status of Posted, clear this option. The expense reports with a status of Posted are automatically removed from the report window.

A status of Posted indicates that the expense report has been posted to your Deltek Advantage database.


Select Category

Select the expense category to which you want to apply a detail type, a billable message, account information codes, and/or company paid codes.

To select a category, use the drop-down list in this field.


Group

To apply this expense category to a specific employee group, enter the group code in this field, or select the group code from the drop-down list in this field. To apply this expense category to all groups, leave this field blank.


Detail Type

To apply a business reason to an expense category, select an item from the drop-down list in this field. Note that the detail associated with an expense appears on the Expense Detail report. However, this detail does not appear on the Expense Summary report or on the Posting Log.


Bill by default

Select this option to bill the client for expenses that fall into this category.


Billable Message

To have Expensekeeper check for discrepancies between the billing status selected on an expense report (Bill or Paid) and the billing status set up for the expense category (bill by default or company paid), select one of the following options from the drop-down list in this field:

•	Warning — Expensekeeper displays a warning message when the billing status selected on an expense report does not match the billing status set up for the expense category. However, users can complete the expense report without making any changes to the billing status.

•	Error — Expensekeeper displays an error message when the billing status selected on an expense report does not match the billing status set up for the expense category. Users cannot complete the expense report unless they enter the correct billing status.

•	No Message — Expensekeeper does not signal users when the billing status selected on an expense report differs from the billing status set up for the expense category.


Reimbursable Account

Enter the reimbursable account number to be debited when a user charges a billable expense for this category to a regular project.

When a user selects a category, Expensekeeper automatically enters a default account number for each expense item charged to the category, basing this default on the data you enter in the Account Information fields on this tab, the associated project type, and the billing status selected. If you want to prevent users from changing the default account number for a particular category, deselect the Allow staff users to make changes to account number option.

Double-click in this field to select an account number using the Account Search form.


Direct Account

Enter the direct account number to be debited when a user charges a non-billable expense for this category to a regular project.

When a user selects a category, Expensekeeper automatically enters a default account number for each expense item charged to the category, basing this default on the data you enter in the Account Information fields on this tab, the associated project type, and the billing status selected. If you want to prevent users from changing the default account number for a particular category, deselect the Allow staff users to make changes to account number option.

Double-click in this field to select an account number using the Account Search form.


Indirect Account

Enter the indirect account number to be debited when a user charges a non-billable expense for this category to an overhead or promotional project.

When a user selects a category, Expensekeeper automatically enters a default account number for each expense item charged to the category, basing this default on the data you enter in the Account Information fields on this tab, the associated project type, and the billing status selected. If you want to prevent users from changing the default account number for a particular category, deselect the Allow staff users to make changes to account number option.

Double-click in this field to select an account number using the Account Search form.


Allow staff users to make changes to account number

If you want to restrict users from entering account numbers in Expensekeeper, deselect this option. The Reimbursable Account, Direct Account, and Indirect Account fields must be filled in for any category that does not allow staff users to make their own account changes.

If you want to allow users to change the account numbers entered in the Reimbursable Account, Direct Account, and Indirect Account fields, select this option. If you select this option, you do not have to enter account numbers in the Account fields.


Company Paid Project

Enter the default project you want Expensekeeper to credit when users enter company paid expense items.

Though required on the Setup tab, this entry is optional on the Expense Categories tab. If you do not enter a company paid project for an expense category on the Expense Categories tab, Expensekeeper uses the company paid default project entered on the Setup tab.

Double-click in this field to select a project using the Project Search form.


Company Paid Task

Enter the default task you want Expensekeeper to credit when users enter company paid expense items.

Though required on the Setup tab, this entry is optional on the Expense Categories tab. If you do not enter a company paid task for an expense category on the Expense Categories tab, Expensekeeper uses the company paid default task entered on the Setup tab.

Click on the drop-down arrow in this field to select a task from the task list for the specified project.


Company Paid Account

Enter the default account you want Expensekeeper to credit when users enter company paid expense items.

Though required on the Setup tab, this entry is optional on the Expense Categories tab. If you do not enter a company paid account for an expense category on the Expense Categories tab, Expensekeeper uses the company paid default account entered on the Setup tab.

Double-click in this field to select an account using the Account Search form.


Report Name

Enter a name for the expense report in this field.


Report Date

Enter a date for the expense report in this field. The current date is the default. If you do not submit the report on the date that you create it, you can change the date in this field to reflect the actual submission date.

Double-click in this field to select a date using a calendar lookup form.


Date

Enter the date you incurred the expense in this field.

Double-click in this field to select a date using a calendar lookup form.


Category

If your Expensekeeper Administrator has established expense categories for your firm, enter a category for the selected expense item in this field.

By entering a category, you prompt Expensekeeper to charge the appropriate account for the expense item. There are two types of categories.

•	Global categories, which are available to all employees.

•	Group specific categories, which are available only to the employees in a specific group.

You must enter a value in the Category field if your Expensekeeper Administrator has selected the Require users to enter categories on expense reports option on the Setup tab of Expensekeeper Administration.


Description

Enter a brief description of the selected expense item in this field. You can enter up to 40 characters of free text. Depending on the selection criteria, the description can appear on expense reports, various Deltek Advantage reports, project general ledger reports, and invoices.


Amount

Enter the amount of the selected expense item (in dollars and cents) in this field.


Project

Enter the project for which the expense was incurred. Double-click in this field to select a project using the Project Search form. Entering a project allows you to standardize accounts.

Depending on the type of Account you enter, whether your firm uses profit centers, and whether, if it does, it maintains separate Balance Sheets by profit center, this field is required or inactive. For details, see Profit Centers and Data Entry.


Task

Enter the task for which the expense was incurred in this field, if applicable. The task identifies the specific jobs or tasks performed to complete the project. For certain projects, this is a required field.

Double-click in this field to select a task from the task list for the specified project.


Bill

Select this option if you want to bill the client for the expense item.

If your Expensekeeper Administrator has selected the Bill by default option in Expensekeeper Administration, you cannot change this setting in Expensekeeper.


Paid

Select this option if the company should make a direct payment to the vendor for this expense (the employee does not incur the expense). If you select this option, Expensekeeper automatically adds the amount of this expense to the Company Paid Items field, which, in turn, affects the calculations in the Total fields.

The Paid and Company Paid Items fields do not appear on this tab if your Expensekeeper Administrator has selected not to allow entry of company paid items.


Account

Enter the account to debit for the incurred expense in this field.

A default account may appear in this field, depending on the category, project, and paid status selected for the expense item. Staff-level users can change the default account for an expense category only if the Allow staff users to make changes to account number option is selected for the selected category on the Expense Categories tab of Expensekeeper Administration.

If you are using profit centers and you enter an income statement account in this field, you must enter a project number for this expense item in the Project field.

Double-click in this field to select an account using the Account Search form.


Show posted expense reports

Select this option to view reports with a status of Posted. Do not select this option if you want Expensekeeper to display only those reports that have not been posted (that is, reports with a status of In Progress or Submitted).


Business Reason for Expense

This field appears on the General Detail, Business Meals Detail, and Travel/Mileage Detail forms. You can enter up to 255 characters of free text in this field. Use this field to enter a reason for including the specific expense item on the expense report.

When you enter detail for an expense line item, the Expensekeeper Expense Report form displays the following message:

** Detail exists **

The message appears only when your cursor is on the line item for which you have entered detail information.


Name of Each Person

Enter the name of each person whose meal is part of the expense item in this field. This field only appears on the Business Meals Detail form.


Travel From/To

Enter your starting location and destinations in this field. This is a free text field. This field only appears on the Travel Detail form.


Miles @

Enter the number of miles traveled in the Miles field (first field).

Enter the amount your company compensates you per mile in the @ field (second field). The compensation amount defaults from Expensekeeper Administration, but you can change the default amount on the Travel Detail form, if necessary.


Per Mile =

The Per Mile = field represents the total mileage expense. Expensekeeper calculates this amount using the number of miles traveled and the amount your company compensates you per mile. Expensekeeper automatically enters this figure in the Amount field on your expense report.


Amount Advanced

Use this field to enter the amount your company paid you as an advance to cover the expense items on this expense report. You can enter an amount in this field only if your Expensekeeper Administrator has selected the Allow users to specify applied advance amounts option on the Setup tab of Expensekeeper Administration.

Based on the amount that you enter in this field and the amount that appears in the Total Expenses field (that is, the sum of the amounts for all items listed on the expense report), Expensekeeper calculates the total amount that your company owes you for this expense report. This figure appears in the Total Due field. If the advanced amount exceeds the total expenses amount, the total due will be a negative amount.


Status

The fields in the Status column indicate the status of employee expense reports. You can change the status of an expense report by clicking in the Status column box next to the selected report, and then clicking on the Refresh Status List button.

An expense report can have any one of the following status values:

In Progress — The employee has opened an expense report, but has not yet submitted the expense report for processing.

Submitted — The employee has submitted the expense report for processing. The expense report is now available for posting to your Deltek Advantage database.

Posted — The expense report has been posted to your Deltek Advantage database.


Require passwords for Expensekeeper/Timekeeper
Require passwords for Expensekeeper\Timekeeper

Select this option to require log on passwords for Expensekeeper and Timekeeper users. If you do not select this option, users will be able to access Expensekeeper and Timekeeper without entering a password.


Allow users to resubmit expense reports

Select this option to allow users to change and resubmit previously submitted expense reports. If you do not select this option, users will not be able to make changes to submitted expense reports.


Allow users to specify applied advance amounts

Select this option to allow users to specify an advance amount on their expense reports. By entering an advance amount, users can indicate that they have received one or more advances prior to submitting the expense report and that the company does not need to reimburse them for the entire expense amount. The total reimbursement due is equal to the total expense amount reported minus the total amount advanced.


Require users to enter categories on expense reports

Select this option to require users to associate each expense on an expense report with and expense category.

Expense categories, which can be restricted to specific groups, allow you to standardize the account that will be debited for specific types of expenses. When a user associates and expense with a category, the account specified for the category is automatically entered on the user’s expense report.


Distance Reimbursement

Indicate the amount (in dollars and cents) per unit (either miles or kilometers) to which employees are entitled to reimbursement for travel expenses. When users enter mileage on an expense report, they can change the amount per unit, if necessary.


Group

Enter a code by which to identify this employee group. You can enter two characters of free text.

You cannot modify a group code after you have entered and saved it.


Description

Enter a name by which to identify this group, using up to 24 characters of free text.

You can modify a group description at any time.


Group

To define or change the group to which an employee is assigned, enter a group code in this field, or click on the drop-down arrow in this field and select a code from the list.

Only a System Administrator can change the group to which an employee is assigned.


Administration

To define or change an employee’s security access to Expensekeeper, click on the drop-down arrow in this field and select a security administration level from the list. Your options are: System, Group, and Staff.

Only a System Administrator can change a user’s security administration level.


Allow Entry

Select this option to allow Group and System Administrators to create, open, and edit other employee’s expense reports. This option is automatically selected when you select the Allow editing of expense reports belonging to any employee in the same administration group option on the Expensekeeper tab of Employee Table Maintenance.

•	If you are a System Administrator and the Allow Entry option for your record is selected, you can create, open, and edit expense reports for all employees.

•	If you are a Group Administrator and the Allow Entry option for your record is selected, you can create, open, and edit expense reports only for employees in your group.

•	If you are a Staff-level user, you cannot create, open, or edit other employee’s expense reports.


Password

Assign or change an employee’s password in this field.

•	If you are a System Administrator, you can change passwords for all employees.

•	If you are a Group Administrator, you can change passwords only for employees in your group.


Category

Enter a name for this expense category. When entering expenses, employees can then select a category for each expense line item.


General

Select the type of Detail form you want Expensekeeper to display when this category is selected.

The General Detail form allows users to enter a business reason for the expense.


Business Meal
Business Meals

Select the type of Detail form you want Expensekeeper to display when this category is selected.

The Business Meals Detail form allows users to enter a business reason for the expense and the names of each person whose meal is included as part of the expense item.


Travel/Mileage

Select the type of Detail form you want Expensekeeper to display when this category is selected.

The Travel/Mileage Detail form allows users to enter a business reason for the expense, the distance traveled, and the amount your company compensates employees for business travel.


No Detail

Select the type of Detail form you want Expensekeeper to display when this category is selected.

The No Detail form prevents users from entering details for the expense.


Allow entry of company paid items

Select this option to allow users to insert company paid items on expense reports.

•	If you select this option, the Paid column appears on the expense report form. Users must enter a check mark in the Paid column next to any item for which your company sends payment directly to the vendor instead of reimbursing employees.

For example, an airline may bill your company directly for a ticket purchased by one of your employees. In this case, you would pay the airline for the cost of the ticket; you would not reimburse the employee for this expense. However, the employee would include the Paid expense on an expense report for accounting accuracy.

•	If you select this option, the Company Paid Project, Company Paid Task, and Company Paid Account fields on the Setup tab are enabled. Enter company paid default information in these fields.


System-level Access

Employees with System-level access to Expensekeeper Administration/ Expensekeeper can perform the following functions:

•	Monitor and change the status of expense reports.

•	Set employee access to Expensekeeper.

•	Set expense report options.

•	Enable passwords for Expensekeeper.

•	Establish employee groups for Expensekeeper users.

•	Define expense categories for Expensekeeper users.

•	Edit expense reports for employees in the same administration group, if the Allow editing of expense reports belonging to any employee in the same administration group option has been selected on the Expensekeeper tab of Employee Table Maintenance.


Group-level Access

Employees with Group-level access to Expensekeeper Administration/ Expensekeeper can perform the following functions:

•	View all Expensekeeper Administrator settings.

•	Review and change the status of expense reports for employees in the same administration group.

•	Change the passwords of employees in the same administration group.

•	Edit expense reports for employees in the same administration group, if the Allow editing of expense reports belonging to any employee in the same administration group option has been selected on the Expensekeeper tab of Employee Table Maintenance.


Staff-level Access

Employees with Staff-level access to Expensekeeper Administration/ Expensekeeper cannot run the Expensekeeper Administration application. Employees with this type of access can only run the Expensekeeper application. They cannot open other employees’ expense reports and they cannot modify any System-level or Group-level settings.


Status Totals

The Status Totals section of the Status tab shows the total number of employee expense reports listed on the form and indicates how many expense reports are In Progress, Submitted, and Posted.


Exiting Expensekeeper Administration

To exit Expensekeeper Administration, select File, Exit from the Expensekeeper Administration menu.

When you exit Expensekeeper Administration, the system prompts you to save any entries or changes you have made, if you have not yet saved your entries or changes.

You have three options:

•	Yes — Select this option to save your entries or changes and exit Expensekeeper Administration.

•	No — Select this option to exit Expensekeeper Administration without saving your entries or changes.

•	Cancel — Select this option to return to Expensekeeper Administration without saving your entries or changes.

 Related Topics


Expensekeeper Menu

The Expensekeeper menu includes a number of options to simplify the entry of expense report data. The options on the menu allow you to perform the following functions:

File Menu Options	Description
Open	Open a new or existing expense report.
Close	Close the current expense report.
Save	Save entries to the current expense report.
Submit	Submit the current expense report.
Print when submitted	Print the current expense report automatically when you submit it.
Print	Print a copy of the current expense report.
Printer Setup	Set printer options.
Exit	End the current Expensekeeper session.
Edit Menu Options	Description
Undo	Undo the last change entered.
Cut	Cut selected text and put it in the Clipboard.
Copy	Copy selected text to the Clipboard.
Paste	Paste text from the Clipboard.
Clear	Clear selected text.
Insert Row	Insert a new row on the expense report.
Delete Row	Delete the current row from the expense report.
Tools Menu Options	Description
More Detail	Open a detail data entry form for the selected expense.
Search	Search the database for date, category, project, task, and account values.
Duplicate From Above	Copy data to a selected row from the row above.
Window Menu Options	Description
Horizontal	Arrange multiple open expense reports horizontally on the screen.
Vertical	Arrange multiple open expense reports vertically on the screen.
Layer	Layer multiple open expense reports on the screen.
Cascade	Cascade multiple open expense reports on the screen
• Toolbar	Enable/Disable the Expensekeeper toolbar.
• 1 Labor Period	Displays the dates for the current labor period selected.
Help Menu Options	Description
Contents	Display Help contents.
Search for Help on	Search for a Help topic by entering or selecting a keyword.
About Expensekeeper	Display Expensekeeper version, database, copyright, and licensing information.
 Related Topics


Expensekeeper Toolbar

The Expensekeeper toolbar includes a number of buttons to simplify the entry of expense report data. The buttons on the toolbar allow you to perform the following functions:

Toolbar Buttons	Description
	Open a new or existing expense report.
	Save the entries and edits to the current expense report.
	Submit the current expense report.
	Print the current expense report without submitting it.
	Display a detail data entry form for the selected expense line item.
	Insert a blank row on the current expense report.
	Delete the selected expense report row.
	Search the Deltek Advantage database for date, category, project, task, and account values.
	Display the Expensekeeper Help files.
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Accessing Expensekeeper

To access the Expensekeeper application:

1.	Complete one of the following steps:

•	Select Processing, Expensekeeper from the Deltek Advantage main menu.

•	Select Start, Programs, Deltek Advantage 7.0, Expensekeeper from the Start menu in Windows.

•	Double-click on the Expensekeeper shortcut icon on your desktop (if applicable).

2.	The system displays the Expensekeeper Login form.

3.	Enter your employee number on the Expensekeeper Login form.

4.	Click OK.

5.	If applicable, Expensekeeper prompts you to enter a password. Enter your password on the Password Required form.

6.	Click OK. Your log on is complete.

When you complete your log on, Expensekeeper displays the Select Report form. Use this form to open an existing expense report or to create a new expense report.

 Related Topics


To select a project from the Project Search form:

Double-click on a project number from the search list, or click on a project number from the search list and then click OK. Expensekeeper enters the selected project number in the Project field on the expense report form.


To select an employee from the Employee Search form

Double-click on an employee number from the search list, or click on an employee number from the search list and then click OK. Expensekeeper enters the selected employee number in the Employee field on the expense report form.


Using the Select Report Form

Use the Select Report form to create, open, copy, and delete expense reports. The Select Report form shows the expense reports for a specific employee, as well as a status value for each expense report.

The Select Report form allows you to display only unposted expense reports or both unposted and posted expense reports. To include posted expense reports on the Select Report list, select the Show posted expense reports option on the form.

Expensekeeper displays the Select Report form after you complete the required fields on the Expensekeeper Login form and the Password Required form (if applicable). By default, your employee number appears in the Employee field on the Select Report form. Staff-level Expensekeeper users cannot change the employee number in this field.

If you give expense report access rights to Group and System Administrators, they can change the employee number in the Employee field and open other employees’ expense reports. System Administrators can open an expense report for any employee while Group Administrators can open an expense report only for employees in their group. You define expense report access rights on the Expensekeeper tab of Employee Table Maintenance and the Security tab of Expensekeeper Administration.

Expensekeeper also displays the Select Report form when you select File, Open from the Expensekeeper menu and when you click on the Open button, [image].

 Notes

 Tips


To select an account from the Account Search form:

Double-click on an account number from the search list, or click on an account number from the search list and then click OK. Expensekeeper enters the selected account number in the Account field on the expense report form.


Using Context-Sensitive Help in Expensekeeper

To learn about the contents of a particular form in Expensekeeper Administration or Expensekeeper:

1.	Display the form as you would during normal Expensekeeper Administration/Expensekeeper operations.

2.	Click on the field or option you want to learn about.

3.	Press the F1 key.

4.	Expensekeeper Administration/Expensekeeper displays an Online Help topic describing the selected field or option.

To print the topic, click on the Print button in the online help window, or right-click in the window and select Print Topic from the popup menu.


Tip for Using the Search Form

If you do not want to click on the Retrieve button each time you change the search criteria, select the Retrieve Automatically option. This option automatically refreshes the search list results each time you change the criteria.


Notes about the Report Status Tab

•	If you are a System Administrator, when you access Expensekeeper Administration the Group field on the Report Status tab is blank. Therefore, the expense reports for all employee groups are included in the status report each time you log on.

•	If you are a Group Administrator, when you access Expensekeeper Administration your employee group code appears in the Group field on the Report Status tab. Only the expense reports for employees in your group are included in the status report. You cannot change the employee group code.

•	When you access Expensekeeper Administration, all the Include options are selected. Therefore, all the timesheets for the employee groups to which you have access are included in the status report each time you log on.

•	As you enter data and select options on the Report Status tab, Expensekeeper Administration automatically displays the expense reports that match your selection criteria.


Notes about Expensekeeper Administration

•	You typically grant System-level access to the System Administrator in your firm.

•	You can assign System-level access to more than one employee.


Note about Expensekeeper Administration

When you access Expensekeeper Administration, the system displays the System Administrator or Group Administrator form, depending on the level of your Expensekeeper Administration security access.


Tips for Sorting Information on the Report Status Tab

•	You can sort information on the Report Status tab by employee number, employee name, report name, report date, or report status. To sort information, click on the appropriate column tab on the form. For example, to sort by employee number, click on the Employee column tab.

•	You can sort information in ascending or descending order. Click once on the appropriate column tab to establish a sort order (either ascending or descending). Click on the column tab again to reverse the sort order.


Tips for Sorting Information on the Employee Groups Tab

•	You can sort information on the Employee Groups tab by group code or description. To sort information, click on the appropriate column tab on the form. For example, to sort by employee group code, click on the Group column tab.

•	You can sort information in ascending or descending order. Click once on the appropriate column tab to establish a sort order (either ascending or descending). Click on the column tab again to reverse the sort order.


Tips for Sorting Information on the Security Tab

•	You can sort information on the Security tab by employee number, employee name, employee group, administration level, allow entry status, or password. To sort information, click on the appropriate column tab on the form. For example, to sort by employee number, click on the Employee column tab.

•	You can sort information in ascending or descending order. Click once on the appropriate column tab to establish a sort order (either ascending or descending). Click on the column tab again to reverse the sort order.


Tip for Changing the Status of Expense Reports

If you have chosen not to allow users to resubmit their expense reports, use this feature to change the status of Submitted expense reports back to In Progress, so that users can make changes to previously submitted expense reports and resubmit them for processing.


Notes about Employee Groups

•	A group description can be edited after you save it, but you must delete a saved group to change the group’s code.

•	The group codes you enter on the Employee Groups tab appear in the Group fields on the Report Status and Security tabs of Expensekeeper Administration.

•	The group descriptions you enter on the Employee Groups tab appear in the Expensekeeper Group field on the Expensekeeper tab of Employee Table Maintenance and in the Group field on the Expensekeeper Expense Reports Files form.

•	If you establish employee groups, you can use the Group field on the Expensekeeper Expense Reports Files form to specify the employee groups for which you want to review transaction lists or post Expensekeeper expense reports.


Note about Deleting Employee Groups

When you delete an employee group, you must assign the employees in that group to another group, using the Security tab of Expensekeeper Administration or the Expensekeeper tab of Employee Table Maintenance.


Note about Deleting Expense Categories

When you delete an expense category, Expensekeeper Administration deletes the expense category from all Expensekeeper expense reports that have not yet been posted. However, expenses charged to the deleted category still appear on the expense report. Therefore, before you delete an expense category, be sure to post all Expensekeeper expense reports for which expenses have been charged to the category you are deleting.


Note about the Expensekeeper Login Form

The data that you enter on the Expensekeeper Login form is preserved from session to session. If the data from the previous log on is still correct, simply click OK to complete your log on.


Notes about Changing Passwords

Group and System Administrators can change passwords on the Security tab of Expensekeeper Administration.

•	System Administrators can change the passwords of all employees.

•	Group Administrators can change the passwords only of employees in their group.


Note about Password Protection

If you forget your password, contact your Expensekeeper Administrator.


Notes about Creating, Opening, and Editing Expense Reports

•	Staff-level Expensekeeper users can create, open, and edit expense reports only for themselves. They cannot create, open, or edit expense reports for other employees.

•	System Administrators who have been granted access to other employees’ expense reports can create, open, and edit expense reports for all employees.

•	Group Administrators who have been granted access to other employees’ expense reports can create, open, edit expense reports only for employees in their group.

•	Your Expensekeeper Administrator assigns access and editing rights on the Security tab or Expensekeeper Administration and the Expensekeeper tab of Employee Table Maintenance.


Notes about Opening an Expense Report

•	Unposted expense reports have a status of In Progress or Submitted. You can edit an expense report as long as it has a status of In Progress. You can edit a Submitted expense report only if your Expensekeeper Administrator has selected the Allow users to resubmit expense reports option on the Setup tab of Expensekeeper Administrator.

•	Posted expense reports have a status of Posted. You cannot make changes to an expense report after it has been posted.


Notes about Deleting an Expense Report

•	To delete a Submitted expense report, you must change the status of the expense report back to In Progress on the Report Status tab of Expensekeeper Administration.

•	To delete a Posted expense report, you must use the Purge Reports button on the Report Status tab of Expensekeeper Administration.


Notes about Submitting an Expense Report

•	Expensekeeper automatically prints a copy of your expense report when you submit it. If you do not want your expense report to print automatically when you submit it, deselect the Print when submitted option on the File menu in Expensekeeper.

•	When you print a submitted expense report, the label Submitted (instead of the label Draft copy) appears on the expense report.

•	Expensekeeper does not submit your timesheet when you select File, Save from the Expensekeeper menu, or when you click on the Save button, [image]. However, Expensekeeper automatically saves any entries or changes to the current expense report when you submit the report.


Notes about Printing an Expense Report

•	Expensekeeper automatically prints a copy of your expense report when you submit it. If you do not want your expense report to print automatically when you submit it, deselect the Print when submitted option on the File menu in Expensekeeper.

•	When you print a submitted expense report, the label Submitted (instead of the label Draft copy) appears on the expense report.


Tips for Sorting Information on the Select Report Form

•	You can sort information on the Select Report form by report date, report name, or report status. To sort information, click on the appropriate column tab on the form. For example, to sort by date, click on the Date column tab.

•	You can sort information in ascending or descending order. Click once on the appropriate column tab to establish a sort order (either ascending or descending). Click on the column tab again to reverse the sort order.


Note about Entering Expense Details

The information you enter for the selected expense item in the Date and Description fields on the expense report form appears at the top of any Detail form opened for that expense item.


Notes about Changing a Submitted Expense Report

If your Expensekeeper Administrator has selected the Allow users to resubmit expense reports option on the Setup tab of Expensekeeper Administration, then:

•	Group and System Administrators can change and resubmit any submitted expense report to which they have access. You define expense report access rights on the Expensekeeper tab of Employee Table Maintenance and the Security tab of Expensekeeper Administration.

•	Staff-level Expensekeeper users can only change and resubmit their own submitted expense reports. They cannot change and resubmit other employees’ submitted expense.

•	You cannot save changes to a submitted expense report without resubmitting the report. Expensekeeper automatically saves any changes to the current expense report when you resubmit it.