Viewing Total Predicted Expenses

This topic discusses how to view the Total Predicted Expenses Summary page and personalize your Total Predicted Expenses pagelet.

Page Name

Definition Name

Usage

Administer Total Predicted Expenses Page

EX_PE_PRED_PRS

Set up defaults and define the calendar ID and periods to filter on for the Total Predicted Expenses pagelet.

Total Predicted Expenses Pagelet

EX_PE_PRED_TA_WD (wide)

EX_PE_PRED_TA_NR (narrow)

Displays travel authorization data based on filter criteria set up by the system administrator and the user.

The size of the pagelet depends on if you have personalized the layout for your portal homepage for two columns or three columns. To view billable, non-billable, and internal travel authorization amounts, use a wide layout.

Total Predicted Expenses Summary Page

EX_PE_PRED_SUM

Enter more filter criteria (optional) and click Go to view list of travel authorizations.

Personalize Total Predicted Expenses Page

EX_PE_PRED_PRS

Set up user-specific defaults to filter on for the Total Predicted Expenses pagelet.

The Total Predicted Expenses pagelet displays travel authorization data based on filter criteria entered on an administrator setup page (Administer Total Predicted Expenses) or a user personalization page (Personalize Total Predicted Expenses). What PeopleSoft Expenses displays on the pagelet also depends on which view the administrator or employee selects—by department ID or project ID. If PeopleSoft Expenses is set up to display travel authorization data based on a department view, then PeopleSoft Expenses filters by GL business unit and department ID. If PeopleSoft Expenses is set up to display travel authorization data based on a project view, then PeopleSoft Expenses filters by PC business unit and project ID. Employees can also choose specific project IDs or filter by My Projects or Project Manager.

The administrator accesses the Administer Total Predicted Expenses page through the portal main menu to set and store the defaults for all users. Only the administrator can set the defaults for the Calendar ID and Number of Future Periods fields, and these fields are display-only on the employee's Personalize Total Predicted Expenses page. The administrator also sets the default view (by department or by project).

Click the Customize icon in the title bar of the Total Predicted Expenses pagelet to access the Personalize Total Predicted Expenses page and specify project IDs or department IDs in which to filter on. PeopleSoft Expenses initially populates the Personalize Total Predicted Expenses page with defaults provided from the Administer Total Predicted Expenses page. PeopleSoft Expenses checks user security at the PeopleSoft Expenses business unit level to insure that employees can only select or see data in the business unit to which they are authorized to access. Click the Restore Default button on the Personalize Total Predicted Expenses page and PeopleSoft Expenses restores the filter criteria back to what is set on the Administrator Total Predicted Expenses page.

The Total Predicted Expenses Summary page allows further filtering before PeopleSoft Expenses displays total authorized travel amounts. Employees can change or refine their search by filtering by Expenses Billing Code, My Projects, Project Manager, and various ChartFields. The travel authorizations listed as a result of the search with the filtering criteria are linked to allow you to drill down to a specific travel authorization for further analysis.

Use the Administer Total Predicted Expenses pagelet (EX_PE_PRED_PRS) to set up defaults and define the calendar ID and periods to filter on for the Total Predicted Expenses pagelet.

Image: Administer Total Predicted Expenses page

This example illustrates the fields and controls on the Administer Total Predicted Expenses page.

Administer Total Predicted Expenses page

This page uses fields that are common to other pages discussed in this topic. Refer to the beginning of the topic to review descriptions of these common elements.

Use the Total Predicted Expenses pagelet (EX_PE_PRED_TA_WD) to displays travel authorization data based on filter criteria set up by the system administrator and the user.

Field or Control

Definition

Department or Project

Click the link in the Department or Project column to access the Total Predicted Expenses Summary page and drill down to a specific travel authorization.

More

Click the More link on the Total Predicted Expenses pagelet to display more travel authorization data.

PeopleSoft Expenses displays the More link only when there are more than five Department IDs or Project IDs, depending on how you set up your system.

PeopleSoft Expenses displays the total amount of approved travel authorizations, which is a result of the filtering criteria from the Administer Total Predicted Expenses and Personalize Total Predicted Expenses pages. PeopleSoft Expenses sorts the rows based on amounts and displays the highest amount first. PeopleSoft Expenses also displays the base currency for the business unit.

The pagelet displays information about the criteria PeopleSoft Expenses used to derive the total predicted expenses:

  • GL business unit.

  • Date when the Expenses Pagelet Processing process was last executed (for example, the data is only current up to the date displayed).

  • View type (department or project). This message changes, depending on what filter criteria was selected.

Note: PeopleSoft Expenses only displays five rows of data. If there are additional rows, PeopleSoft Expenses displays a More link that takes you to an expanded view of the Total Predicted Expenses pagelet.

Use the Total Predicted Expenses Summary page (EX_PE_PRED_SUM) to enter more filter criteria (optional) and click Go to view list of travel authorizations.

Image: Total Predicted Expenses Summary page (1 of 2)

This example illustrates the fields and controls on the Total Predicted Expenses Summary page (1 of 2). You can find definitions for the fields and controls later on this page.

Total Predicted Expenses Summary page (1 of 2)

Image: Total Predicted Expenses Summary page (2 of 2)

This example illustrates the fields and controls on the Total Predicted Expenses Summary page (2 of 2). You can find definitions for the fields and controls later on this page.

Total Predicted Expenses Summary page (2 of 2)

Field or Control

Definition

From Date and To Date

Enter dates to filter on. You can only filter within the dates set by the administrator. If you enter dates outside the range, a message notifies you that it is not a valid date. The date is pre-populated with the date range that the administrator defined in the Administrator page.

Expense Billing Code

Enter a billing code to filter on. If none is specified, PeopleSoft Expenses retrieves all billing codes.

Search Filters

PeopleSoft Expenses automatically populates information in this section based on the filtering criteria used on the Total Predicted Expenses pagelet; however, you can modify the fields to obtain a different listing of travel authorizations to search on. If PeopleSoft Project Costing is not installed, PeopleSoft Expenses does not display any project-related fields.

Field or Control

Definition

Go

Click to display a list of total approved travel authorizations that fall within your selection criteria.

Total Predicted Expenses: Department View or Project View

Field or Control

Definition

Travel Authorization ID

Click a link in the column to drill down to a specific travel authorization report for further analysis. PeopleSoft Expenses displays the Travel Authorization - Travel Authorization Summary page in display-only mode for the travel authorization you selected. From the Travel Authorization - Travel Authorization Summary page, PeopleSoft Expenses provides a Return to Predicted Expenses link, which returns you to the Total Predicted Expenses Summary page.

Use the Personalize Total Predicted Expenses page (EX_PE_PRED_PRS) to set up user-specific defaults to filter on for the Total Predicted Expenses pagelet.

Image: Personalize Total Predicted Expenses page (1 of 2)

This example illustrates the fields and controls on the Personalize Total Predicted Expenses page (1 of 2).

Personalize Total Predicted Expenses page (1 of 2)

Image: Personalize Total Predicted Expenses page (2 of 2)

This example illustrates the fields and controls on the Personalize Total Predicted Expenses page (2 of 2).

Personalize Total Predicted Expenses page (2 of 2)

This page uses fields that are common to other pages discussed in this topic. Refer to the beginning of the topic to review descriptions of these common elements.

Note: If PeopleSoft Project Costing is not installed, the View by Project option, PC Business Unit and Project Filters are hidden.