Copying an Expenditure Batch
If you frequently enter similar groups of timecard expenditures, you can reduce manual data entry by copying data from one week to the next. The Copy function copies all expenditures and, optionally, all expenditure items from a specified source batch. Then you need to revise only the items that are different in the new batch. There are two approaches to copying expenditure data:
- Create, then copy a batch template
- Copy expenditures from any previously created timecard batch.
To create a batch template:
Suggestion: A timecard template is a generic batch containing the most frequently used data elements. For example, if you expect timecards from certain employees to be submitted each week, you can create a template that contains just the expenditure information. Or, if employees generally perform the same tasks for the same projects week after week, you can enter expenditure items in your template as well.
Suggestion: Give the batch a name that will indicate it is a template.
Do not submit the batch, since the batch template does not contain real expenditures and expenditure items.
To copy a batch:
1. Navigate to the Expenditure Batches window.
2. Enter the Batch name, Ending Date, Class, and Description.
5. In the Copy From Expenditure Batch window, enter the name and description of the batch you want to copy. If you want to copy the expenditure items associated with the batch, choose Copy Expenditure Items.
7. Revise the batch information (such as the Expenditure Ending date), make any changes to individual expenditure items, and save your work.
