Use the drop-down box to select how foreign currency amounts are converted. The values are:

• Actual - If you select this option, the amount shown on the expense report will be exactly the amount that is reimbursed to the employee (regardless of your financial system's exchange rates).

• Estimate - If you select this option, the amount shown on the expense report will be an estimate of the total amount that is reimbursed to the employee. The system calculates the exact amount using your financial system's exchange rates.

Hint: Foreign reimbursements are always made in US Dollars.

 

Hint: The system downloads the employee's pay currency from Deltek Costpoint.

Use the drop-down box to select whether you want to use the Line Level Approval feature for Deltek Expense. Supervisors can use this feature to approve or reject individual charge numbers on an expense report. The valid options are:

• Disabled - If you select this option, Line Level Approval is disabled.

• Optional - If you select this option, supervisors can use Line Level Approval for those charges that require it. If some charges do not require Line Level Approval, supervisors cannot use this feature for them.

• Required - Supervisors can use Line Level Approval for all charges.

Use the drop-down box to select the UDT that will display in the header portion of the expense report. Possible values are "None," "UDT01," "UDT02," "UDT03," "UDT04," "UDT05," "UDT06," "UDT07," "UDT08," "UDT09," and "UDT10."

Note: Only UDTs being used (as set in the General Configuration screen) display as options.

Use the drop-down box to select the date you wish to use from the expense report as the Invoice Date on the AP Voucher. Valid values are:

• Expense Report 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.

• 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.

Note: This date could affect when the expenses are reimbursed to the employee.

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. Be sure to make the numeric portion large enough to handle the number of expense reports that will be entered in your system.  

Note: 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 will be given Expense Report Number ER0001, the next will be given ER0002, and so on. Once you are past ER9999, the system will display an error if you try to enter another expense report.

Select this checkbox to allow users to see and use charges for which they are not authorized. Although these charges will not appear in the Charge Lookup, users can manually enter them onto an expense report or expense authorization.

Select this checkbox if you want employees to have the ability to select a different Org when filling out the Expense Wizard portion of their expense report.

 Note: If you do not select this checkbox, 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.

 

Select this checkbox to allow users to enter a 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.

Use the drop-down box to select the default Org that will be used when the employee fills out the General Wizard portion of the expense report. The valid values are:

• Employee – The system will use the Org value from the most recent Employee History record.

• Project User-Defined Value #1 – The system will use the first User-Defined Value that has been set up for the Project.

• Project User-Defined Value #2 – The system will use the second User-Defined Value that has been set up for the Project.

• Project User-Defined Value #3 – The system will use the third User-Defined Value that has been set up for the Project.

• None – The system will not enter a default value.

 Note: If the Allow Org Entry in General Wizard checkbox is not checked, this drop-down box will be disabled.

 

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 will be given Expense Authorization Number EA0001, the next will be given EA0002, and so on. Once you are past EA9999, the system will display an error if you try to enter another expense authorization.

Enter a tolerance percentage that will 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 will use 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 the 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.

Select the number of expense reports the employees are able to see from their desktops. The valid options are "1" through "25."  The system will use this value as the Default Screen value in the Defaults tab of the Employee Information screen.

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 in the Expense Classes screen in the Expense Setup menu.

Select the number of expense authorizations the employees are able to see from their desktops. The valid options are "1" through "25."  The system will use this value as the Default Screen value in the Defaults tab of the Employee Information screen.

Use the drop-down box 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.

Select this checkbox if you want employees to enter receipt information when they sign their expense reports. If you select this checkbox, they must identify those receipts that have been submitted, those that are missing, and provide explanations if a required receipt has not been included.

Select this checkbox if you want to print the Voucher Distribution Schedule when printing the Expense Report Summary report.

Select this checkbox if you want to print the Bar Code when printing the Receipt Traveler report.