19 Travel and Expense Processing Options

This chapter includes the following topics:

19.1 Address Book Organization Structure Revisions (P0150)

Processing Option Processing Options Requiring Further Description
PRE-LOADED DATA SELECTIONS:  
1. Any values entered in the following options will be loaded upon entry into the program:

Organization Structure Type

Parent/Child (0/1)

  
FIELD PROTECT:  
2. Enter '1' if you wish to protect the Organization Structure Type field from being changed.  

19.2 Bank Transmission Data - Transactions (P01PBK)

Processing Option Processing Options Requiring Further Description
BANK TRANSMISSION DATA ENTRY:  
1. Enter a 1 to enter Transaction data, or enter a 2 to enter Statement data. A default of blank will display Transaction fields.  
MULTI-USE CARD HANDLING:  
2. Enter a '1' to use the Travel and Expense constants for Merchant Tracking and Currency when processing transactions for multi-use cards.

If left blank, the PCard constants will be used.

  

19.3 Expense Report Revisions (P01P17)

Processing Option Processing Options Requiring Further Description
MERCHANT TRACKING:  
1. Enter a '1' to require the merchant ID when tracking is on for non-bank card expenses. If left blank, you will not be required to enter a valid Merchant ID even if tracking is on for non-bank card expenses.  
MILEAGE RATE:  
2. Enter '1' to allow the employee to manually enter a mileage rate. If left blank, the mileage rate must be set up through the Mileage Rate program (P01P10).  
DEFAULT DATA:  
3. Enter '1' to bring back blanket Purchase Order information associated with a Merchant when including bank card charges in your expense report.

If left blank, blanket purchase information will not be returned with the bank card charges.

  
4. Enter one of the options below to populate remark and/or explanation fields with the Expense Report

Purpose:

' ' = Leave both blank

'1' = Explanation

'2' = Remark

'3' = Both Explanation and Remark

  
5. Enter '1' to set the accounting transaction status to 'Approved' if no errors are detected from the Category Expense default accounting when adding a new expense line.

If left blank, the status will be set to blank, requiring manual approval after review.

  
DREAM Writer Versions:  
6. Enter the version of each program.

If left blank, ZJDE0001 will be used unless otherwise noted:

Print Expense Report (P01P417)

  

19.4 Expense Report Workbench (P01P221)

Processing Option Processing Options Requiring Further Description
A/P AUDIT WORKBENCH:  
1. Enter '1' if this is the A/P Audit workbench. Options are limited to A/P Audit processes only. If left blank, the workbench is set up for use by the employee and the employee's manager.  
WITHDRAWALS:  
2. Enter one of the following to indicate at what stage you will no longer accept a withdrawal by the employee.

' ' = Vouchered Lines

'1' = Approved Status

  
PRE-LOADED DATA:  
3. Any values loaded below will be pre-loaded to the video upon entry:

Business Unit

Employee

Next Approver

Delegate

From Date Submitted

Report Status ('*' = All)

Ascending/Descending Date

  
DREAM WRITER VERSIONS:  
4. Enter the version for each program:

If left blank, ZJDE0001 is used.

Expense Report Revs (P01P17)

Print Expense Reports (P01P417)

  
EXPENSE REPORT DETAIL REVIEW:  
5. Enter the value to appear in the 'Display All' field on the Detail Review.

Valid values are:

blank = Display Main Lines Only

'1' = Display ALL

(Main Lines and Itemization)

  

19.5 Print Expense Reports (P01P417)

Processing Option Processing Options Requiring Further Description
GENERIC TEXT:  
1. Enter '1' to print Generic Text for the Expense Report at the header level. If left blank, the header level generic text will not print.  
2. Enter '1' to print Generic Text for the Expense Report detail. If left blank, the detail generic text will not print.  
NOTE: Generic Text will not print when the Expense Report is requested during Submittal, Approval, etc.  

19.6 Bank Charges Report (P01P420)

Processing Option Processing Options Requiring Further Description
IONAL REPORT INFORMATION:  
1. Enter '1' to print generic text for the expense report line. If left blank, generic text will not print.  

19.7 Travel and Entertainment Expense Report Accounting Information (P01P421)

Processing Option Processing Options Requiring Further Description
ADDITIONAL REPORT INFORMATION:  
1. Enter '1' to print voucher information if the expense line has been vouchered. If left blank, voucher information will not print.  
2. Enter '1' to print enhanced subledger information if any exists.

If left blank, any enhanced subledger information will not print.

  
3. Enter '1' to print generic text for the expense report line. If left blank, generic text will not print.  
4. Enter '1' to print the Explanation Remark line with Reference 1 and 2.

If left blank, this detail will not be included on the report.

  
MAIN LINE FORMAT:  
5. Enter '1' to print only main lines, bypassing itemization. If left blank, main lines that have been itemized will be skipped and the itemized detail will print.  

19.8 Create Vouchers - with Merchant Track - Proof (P01P522)

Processing Option Processing Options Requiring Further Description
PROOF OR FINAL MODE  
1. Enter a '1' to process the batch information in Final mode. If left blank, the batch processing will be performed in Proof mode and no file updates will occur.  
AUTOMATIC POST  
2. Enter a '1' to automatically submit the post after processing/creating voucher transactions. If left blank, the post is not submitted.  
3. Enter one of the following values for G/L Date assignment:

' ' = Purchase Date

'1' = Summarized Purchase Date to Period End Date.

'2' = Submit Date

'3' = Summarized Submit Date to Period End Date.

CAUTION

The DREAM Writer Sequence must be set correctly for selected date assignment.

See On-line Help for more information.

  
BYPASS TAX DEFAULTS  
4. Enter a '1' to bypass tax processing (no tax processing and no tax area/ tax explanation defaults). If left blank, tax processing will be in effect.

(NOTE: See AP Functional Server(XT0411Z1) for additional tax processing option.)

  
REMARK OR DESCRIPTION  
5. Enter a '1' to use the expense category as the pay item remark. If left blank, the expense report purpose will be used.  
VENDOR INVOICE NUMBER:  
6. Enter a '1' to bypass populating the Vendor Invoice Number with the Expense Report/Line. If left blank, the field VINV will be populated.

NOTE: If you have the constants set for Duplicate Invoice Number Edit this option should remain blank.

  

19.9 System 01P Transaction Transmission Processing (P01P560)

Processing Option Processing Options Requiring Further Description
PROOF OR FINAL MODE  
1. Enter a '1' to process the batch information in Final mode. If left blank, the batch processing will be performed in Proof mode and no file updates will occur. In Proof Mode the program validates the transactions and generates the Process Daily/Wkly/Mnthly Transactions report (R01P56E), which displays error and warning messages that the system encounters during processing. If you have errors, you can use the Bank File Revs - Transactions program (P01PBK) to correct them, and then rerun P01P560.

In Final Mode the program creates records in the F01P11 and F01P111 files and updates the Processed Flag to Y in the Purchase Card - Bank Transmissions file (F01PBKZ).
2. Enter a '1' to default transactions assigned as Multi-Use cards to the Travel and Expense file (F01P13). If left blank, these transactions will be processed to the PCard file (F01P11/F01P111). Refer to the program helps for more information on this topic.  
SUMMARY OR DETAIL LEVEL PROCESSING: (Purchase Card Processing ONLY)  
3. Enter '1' to process in Summary mode. The system generates one record in F01P11 for multiple detail records in F01P111. If left blank, detail processing will be performed. The system generates one record in both F01P11 and F01P111 for each record in F01PBKZ. Coordinate the setting of this processing option to the one in Process Statements (P01P561) for reconciliation processing. Refer to Helps for more information.

** Summary invalid for Multi-Use Cards.

 Setting this processing option in both the Process Daily Transactions (P01P560) and Receive Statement Transaction (P01P561) programs affects whether you can automatically reconcile statements.

See Chapter 3, "Understanding the Process Mode" for detailed information about setting this processing option.
REPORT PROCESSING  
4. Enter a '1' to suppress the printing of successfully created transactions. If left blank, transactions created successfully will be noted on the report and the F00BLOG file if applicable.  
ERROR FILE:  
5. Enter a '1' to write error messages to the Error Log Table (F00BLOG). If left blank, no errors will be written to the table.  
AUTOMATIC PURGE:  
6. Enter a '1' to automatically purge the Bank Transmission file records if successfully processed. If left blank, the records will be marked as processed and will remain in the file.  

19.10 PCard Bank Statement Transmission Proof (P01P561)

Processing Option Processing Options Requiring Further Description
PROOF OR FINAL MODE  
1. Enter a '1' to process the batch information in Final mode. If left blank, the batch processing will be performed in Proof mode and no file updates will occur.  
SUMMARY OR DETAIL LEVEL PROCESSING:  
2. Enter '1' to process in Summary mode. The system generates one record in F01P121 for multiple records in the Bank Transmission file (F01PBKZ). If left blank, detail processing will be performed. One record will be generated in F01P121 for each record in F01PBKZ. Coordinate the setting of this processing option to the one in Process Daily Transactions (P01P560) for reconciliation processing. Refer to Helps for more information.  
REPORT PROCESSING  
3. Enter a '1' to suppress the printing of successfully created transactions. If left blank, transactions created successfully will be noted on the report and the F00BLOG file if applicable.  
ERROR FILE:  
4. Enter a '1' to write error messages to the Error Log Table (F00BLOG). If left blank, no errors will be written to the table.  
AUTOMATIC PURGE:  
6. Enter a '1' to automatically purge the Bank Transmission file records if successfully processed. If left blank, the records will be marked as processed and will remain in the file.  

19.11 Purge Closed PCard Statement Records (P01P801)

Processing Option Processing Options Requiring Further Description
STATEMENT DATE COMPARISON:  
1. Enter the 'Purge Prior To' date to be compared to the Statement Date. Only statements with Statement Dates prior to the date entered will be considered for purge.

If left blank, all statements with all detail lines reconciled will be purged, regardless of the statement date.

  
PURGE FILES:  
2. Enter one of the following values to indicate what information to save to the purge files:

' ' = Save Header and Detail data to F01P12P and F01P121P

'1' = Save only Header data to F01P12P

'2' = Do not save purged data to purge the files.

  

19.12 Purge Closed Expense Report Records (P01P802)

Processing Option Processing Options Requiring Further Description
SUBMITTAL DATE COMPARISON:  
1. Enter the 'Purge Prior To' date to be compared to the Submittal Date. Only Expense Reports with Submittal Dates prior to the date entered will be considered for purge.

If left blank, all transactions meeting the other specifications will be purged regardless of submittal date.

  
PURGE FILES:  
2. Enter a '1' to bypass saving the purged data to the designated purge file. If left blank, the data will be written to the purge file.

a. Expense Report Header (F01P17)

b. Expense Report Detail (F01P171)

c. Exp Report Accounting (F01P14)

d. Exp Report Bank Charges (F01P13)

Note: If you bypass the Expense Report Header, the Detail is also bypassed.

  

19.13 Batch File Purge (P00PURGE)

Processing Option Processing Options Requiring Further Description
SAVE PURGED RECORDS:  
1. Enter a '1' to save the purged records to a special purge library.

(Default of blanks will NOT save any purged records.)

  
REORGANIZE FILE:  
2. Enter a '1' to reorganize the purged file.

(Default of blanks will NOT reorganize the file.)

  

19.14 AP Functional Server (XT0411Z1)

Processing Option Processing Options Requiring Further Description
DEFAULT PROCESSING:  
1. Select the default Service/Tax Date:

'1' = Use Invoice Date

' ' = Use G/L Date

  
2. Enter the default Pay Status or leave blank to use the data dictionary default value.  
2a. Enter '1' to always use the default Pay Status entered above on an Add. If left blank, you may enter any valid Pay Status on an Add.  
3. Enter the default document types for a voucher and a debit memo.

Default voucher document type

Default debit memo document type

  
DEFAULT PROCESSING (CONT'D):  
4. Enter a '1' to default the Factor/ Special Payee address from Address Book into the Alternate/Payee for payments. If left blank, the supplier number will be used.  
5. Enter a '1' to retrieve Supplier and Address defaults from the Alternate Payee rather than the Supplier.

If left blank, the Supplier and Address defaults will be derived from the Supplier.

  
6. Enter a '1' to default the Payment Terms Code from the associated Purchase Order. If left blank, or if no Purchase Order is associated with the voucher, the Payment Terms Code will default from the Address Book Record for the Supplier.  
DEFAULT PROCESSING (continued):  
7. Enter a '1' to calculate the Discount Due Date using Payment Terms when there is no Discount Available.

If left blank, the Discount Due Date will be the Net Due Date if there is no discount.

  
8. Enter a '1' to bypass assigning default Tax Area and Tax Explanation Code from Address Book when processing taxes. If left blank, Address Book Tax information will be assigned when processing with taxes.  
DATE EDITS:  
9. Enter a value to select Date Edit Processing. Valid values are as follows:

Blank = No Edit

1 = Warning

2 = Hard Error

Invoice Date > Todays Date

Invoice Date > G/L Date

  
10. Enter a '1' to compute the Due Date by payment terms for debit items.  
CURRENCY PROCESSING:  
11. Enter a '1' to allow Value Added Tax on currency entries. 1
12. Select the date to use to retrieve the currency exchange rate:

'1' = Use G/L Date

' ' = Use Invoice Date

NOTE: If the receipt or purchase order date was used to calculate the exchange rate, and this date is passed in, it will override any values

entered for this option.

  
CURRENCY PROCESSING (CONT'D):  
13. Enter a '1' to edit the exchange rate Effective Date Period against the G/L Period for the transactions.  
14. Enter the exchange rate tolerance limit.  
14a.Enter '1' for hard error. If left blank, only warning will be issued.  
15. Enter a 1 to disallow entry to the domestic side of a foreign voucher.

If left blank, entry of the domestic side of a foreign voucher will be allowed.

  
ITALIAN PROCESSING:  
16. Enter the default document type to assign to Customs Authority tax only vouchers (Bolla Doganale).  
PURCHASING SYSTEM PROCESSING:  
17. Select one of the following values for processing changes and deletes of vouchers that contain a purchase order or contract number.

Blank = No Edit

1 = Warning

2 = Hard Error

NOTE: The warning is not a valid value for the Void Payment program.

  
17a. Enter a '1' to validate against the Purchase Order file (F43121). If left blank, validation will be against the voucher PO field only.  
USER EXIT OPTIONS:  
18. Enter the User Exit program name.

If left blank, the name "XT0411Z1E" will be used.

  
ADDITIONAL EDITS:  
19. If using alternate currency payments, enter a '1' if you do not want to edit the G/L Bank Account's Currency.  
20. Enter a '1' to disallow a change to the Vendor Invoice Number if the voucher is posted. If left blank, changes will be allowed.  
ADDITIONAL EDITS (continued):  
21. Enter a '1' to edit the Alternate Payee for authorization. If left blank, no extra payee authorization edit will occur.

NOTE: Authorized Payees must be set up in Organizational Structure for Type 'A85'.

  
22. Enter a '1' to disallow adding new pay item lines to a posted/paid voucher. If left blank, you may add new lines.  
23. Enter '1' to issue a WARNING only for a duplicate invoice entry on a One Time Payment voucher if the A/P constant is set for a warning OR an error. If left blank, no duplicate edit will be done for OTP vouchers.