Checklist: Configuring Vision for Navigator Expense Report Lookups
These options are configured within Vision by the system administrator and impact the information that displays in Navigator expense report lookups. Refer to the Vision online help for detailed information about each feature.
| Vision Setting | Impact on Navigator Expense Report Lookups | Vision Menu Path | |
|---|---|---|---|
| Show Project, Show Phase, Show Task, Show Account, | Select each of these options to determine the field name for the respective lookup that displays on the Expense Reports grid. Each of these fields includes options to show Name, Number, or Both.
For example, if you select the Name option for Show Account, the Expense Reports grid displays Account Name. Or, if you select the Number option instead, the Expense Reports grid displays Account. When you click in either of these fields, the account lookup displays. Show Account also includes a None option that you can select if you do not want account information to display on the expense report; however, if you select None, you must assign a Category in Company Expense Report so that an account can default. |
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| Enable Originating Vendor for Employee Expenses and A/P Vouchers | Select this option to enable association of an originating vendor with the line items that are entered for employee expense reports. This is useful for situations where an employee's expense report includes purchases from a number of different vendors, such as a hotel or airline. | ||
| Automatically retrieve records when opening lookups | When selected, Navigator automatically searches for records when the lookup is opened.
If automatic retrieval is selected, each user must determine if they want it applied by setting the Automatically retrieve records when opening lookups option on User Options in Vision. |
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| Use lookup limits | When selected, Navigator applies the limit to the lookup results. | ||
| Treat inactive projects as dormant |
Select this option to allow the user to view and select only active projects, phases, or tasks on the project, phase, and task lookups in Expense Reports. Dormant projects, phases, or tasks are not available. When this option is not selected, the inactive projects, phases, or tasks will display in the lookup. Upon selection of a value, Navigator will warn the user that the status is inactive. |
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| Account | If you use the Multicompany feature, the only accounts that display in the Account lookup are those that are available to the company for the project assigned on the row. | ||
| Account Status | Accounts with the status of Error will not display in the Navigator Expense Reports Accounts lookup. However, dormant accounts will display if they do not have a status of Error. | ||
| Apply Project Access to: Expense Reports | Select this option to filter the list of available projects on the Navigator expense report lookup by the user's role's project record level access that is configured on the Record Access tab. | ||
| Expense Categories | You can set up expense categories for users to apply with standard expense report entries. These categories provide predefined values when users select expense details for their expense reports. The expense categories that display in the
Expense Report Category lookup depend on the user's assigned company's expense categories and groups.
See the Expense Categories online help topic for information on how expense categories are used. |
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| Approved for Processing | Select this option for the vendor record to be available in the Originating Vendor lookup in the Expense Report grid. If your firm uses Vision Multicompany, only vendors that have the Approved for use in processing for Company XX option selected for the same company on the Accounting tab of that the user is logged into will be available in the Originating Vendor lookup. | ||
| Currency Code | If your firm uses Vision Multicurrency, the Currency Code field displays on the Navigator Expense Report grid. This allows the user to select the appropriate currency code for the expense line item. The lookup displays the currencies that are enabled for use by their company. | ||
| Tax Auditing | If your firm uses the Vision Tax Auditing feature, the
Total Tax Amount field displays the calculated tax amount for the expense item. The user cannot enter a tax amount directly in this field because the amount either prefills with a default amount based on the configuration options, or an
 Edit button displays that provides access to the Taxes dialog box and associated lookup.
See the Taxes Dialog Box online help topic for more information. |
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| Allow staff users to change tax codes | If your firm uses the Vision Tax Auditing feature, select this option to allow users to change tax codes on the
Taxes dialog box.
See the Taxes Dialog Box online help topic for more information. |
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