Expense Report Wizards

This screen contains information regarding the employee for whom the expense report is being entered. Select the person for whom you will be filling out the expense report. If you select Self, select the Next pushbutton. If you select Another User, the Functional Role drop-down box will become enabled. Select the role for which you are entering the expense report. Once the role is selected, the Group drop-down box will become enabled. Select a group. Once the Group is selected, the Employee drop-down box will become enabled. Select the employee for whom you wish to enter expense reports. Then select the Next pushbutton.

Note: The screen will be shown only if you have rights to fill out an expense report on behalf of another employee.

Create Options

This screen gives you the choice of creating a new expense reports or copying one that already exists. When you have completed your selection, select the Next pushbutton. The screen consists of the following:

Create New Expense Report

Select this option to create a new expense report from scratch. You will be required to fill out all of the fields on the next wizard pages. This option is selected by default.

Copy Existing Expense Report

Select this option to copy or clone an existing expense report. This will default the General Wizard information into your new expense report. If you select this option, you can either enter the Expense Report ID of the one you want to copy, or use the Lookup and select the authorization you want to copy. Type your drop-down text here.

This screen contains general information regarding the expense report. The required fields vary depending on which expense report type is selected. When finished, select the Next pushbutton. The screen consists of the following:

Expense Report Date - Use the drop-down box to select the date on which the expense report is being entered. The default is today's date.
Expense Report Type - Use the drop-down box to select the expense report type. The valid expense report types are those that are linked to the expense class of the employee.
From Date - Use Lookup to select the starting date of the expenses for this expense report.

Note: This field will be shown only if the Use Date Range checkbox is selected in the Expense Report Types screen.

To Date - Use Lookup to select the ending date of the expenses for this expense report.

Note: This field will be shown only if the Use Date Range checkbox is selected in the Expense Report Types screen.

Short Description - Enter a short description for the expense report.
Purpose - Enter the purpose for the expense report. This can be much longer than the short description.
Location - If the expense report type uses per diem locations, you will be required to select a default location from the drop-down box.
Country - If the per diem schedule that is linked to the expense report selected requires a Country, select one from the drop-down box.
State/Province - If the per diem schedule that is linked to the expense report selected requires a State/Province, select one from the drop-down box.
City - If the per diem schedule that is linked to the expense report selected requires a City, select one from the drop-down box.
County - If the per diem schedule that is linked to the expense report selected requires a County, select one from the drop-down box.

This screen contains all cash advances that the employee has received that have not been applied to an expense report. The employee can select any or all of those listed to apply to an expense report, or he can choose to not apply any cash advances by selecting the Next pushbutton. The total amount of all cash advances selected will be deducted from the expense report's reimbursable amount. The table contains the following information:

Date - This is the date on which the cash advance was entered into Deltek Expense.
Reference Number - This is typically the check number or the direct deposit number for the cash advance.
Amount - This is the amount that was given to the employee in the cash advance.

Note: The amount shown is in the employee's pay currency.

Use this page of the wizard to enter the specific charges to which the expenses will default. Enter as many charge allocations as necessary and set up the default allocation percentage for each allocation.

Note: Set up all charge allocations for the entire expense report at this time. The user can change the default percentages when entering individual expenses.

Charge Allocation table

This table displays the specific charging information that will default on the expense report.

Add Charge Allocation

Use the Add Charge Allocation function to add a default allocation ID to this expense report. You must fill out:

Charge Type - Use the drop-down box to select the charge type that will be used. The valid values are "UDT01" or "UDT02."
Charge - Use Lookup to select a valid charge that will be used for this expense report.
Description - The non-editable description of the charge will default.
Default Allocation % - Enter the allocation percentage that will be the default for this charge.

Note: The total percentage for all allocations must total to 100%.

Delete Charge Allocation

Select the charge allocation that you wish to delete by clicking on the box next to the row that you wish to edit. Then use the Delete Charge Allocation function to delete the row:

Finish

Select the Finish pushbutton to save the entries made to the general wizard. You will be brought back to the main Expense Report screen, where you can now enter specific expenses onto the expense report.

Wizards

Use the wizards to enter expenses onto the expense report. There are seven types of wizards: "General," "Car Rental," "Entertainment," "Meals," "Mileage," "Other," and "Transportation." The expense type configuration determines the information that is required in each wizard.

General Wizard

The General Wizard is the starting point of the expense report. The information you provide in this wizard determines which options are available for the report. When you select the New option, you go to the first screen of the wizard. The screens include:

Car Rental Wizard

Use the Car Rental Wizard to enter expenses relating to car rental. To add a Car Rental expense, click on the Car Rental hyperlink or the "+" above the hyperlink. Please see the special topic on the Wizards at the bottom of this screen for details.

Entertainment Wizard

Use the Entertainment Wizard to enter expenses relating to entertainment. To add an Entertainment expense, click on the Entertainment hyperlink or the "+" above the hyperlink. Please see the special topic on the Wizards at the bottom of this screen for details.

Lodging Wizard

Use the Lodging Wizard to enter expenses relating to hotels or lodging. To add a Lodging expense, click on the Lodging hyperlink or the "+" above the hyperlink. Please see the special topic on the Wizards at the bottom of this screen for details.

Meals Wizard

Use the Meals Wizard to enter expenses relating to meals. To add a Meals expense, click on the Meals hyperlink or the "+" above the hyperlink. Please see the special topic on the Wizards at the bottom of this screen for details.

Mileage Wizard

Use the Mileage Wizard to enter expenses relating to mileage. To add a Mileage expense, click on the Mileage hyperlink or the "+" above the hyperlink. Please see the special topic on the Wizards at the bottom of this screen for details.

Other Wizard

Use the Other Wizard to enter expenses that fall into an "other" category. To add an Other expense, click on the Other hyperlink or the "+" above the hyperlink. Please see the special topic on the Wizards at the bottom of this screen for details.

Transportation Wizard

Use the Transportation Wizard to enter expenses relating to transportation. To add a Transportation expense, click on the Transportation hyperlink or the "+" above the hyperlink. Please see the special topic on the Wizards at the bottom of this screen for details.