This function is used to define the list and the setup of the different expenses necessary for the posting of an expense notes.
It is necessary to specify the following information for each expense:

  • the accounting and analytical allocation,
  • the default value of an expense unit,
  • the ceiling value.

Prerequisite

SEEREFERTTO Refer to documentation Implementation

Screen management

In addition to the usual identification and accessibility sections, the setup of an expense code is made up of 3 separate sections:

  • the Allocation section,
  • the Valuation type and Valuation sections,
  • the Analytical dimensions section.

Entry screen

The Allocation section is used, by means of the accounting code, to assign the account (normal or collective) or the modifier onto which the expense must be psoted.
Moreover whenever the account of the accounting code is of type Liable for VAT ('VAT management' field on the account), a tax code needs to be specified: it is then submitted during the entry of an expense note.

Concerning the Valuation of an expense, two separate cases can be managed: case of the mileage and case of the miscellaneous expenses (taxi fares, meals, hotels, etc.).
Whenever an expense is identified with the 'Mileage' type, a set of parameters must be completed because the reimbursement calculation will be derived from them. That is to say:

  • local menus 2807 'Mileage for expenses' and 2808 'Vehicle category'; they make it possible to identify the applied mileage brackets for reimbursement and the vehicle power brackets,
  • the mileage table, specifying the reimbursed mileage allowance for each 'km bracket/vehicle power' combination,
  • the value of the EXPMIL (Mileage for expenses) and EXPVHL (Vehicle category) parameters at the level of the folder, company, site or employee (=user)
    Upon entry of 'Mileage' type expenses, the rembursement rate of the kilometer is then deduced, fro the current employee, from the EXPMIL/EXPVHL values (or that of the involved site) and their crossing in the mileage table.

For the cases other than mileage allowance, the principle is as follows: the default value and limit of an expense unit can exclusively be either the same for all employees or different according to the different employees concerned.

For instance: it is possible to consider that the reimbursement ceiling for meals varies according to the employee's nature, whereas the toll expenses do not depend on the employee.
Whenever the default value and/or the reimbursement ceiling of an expense does not depend on the employee, the expense must be of type 'Fixed value'. The first 2 fields of the 'Valuation' section can then be acessed to specify the 2 amounts used to value the expense unit, expressed in the currency of the CURSHRFLD. parameter.
On the other hand, if the valuation data of the expense unit are bound to change depending on the employee, the expense must be of type 'User value'. The last 2 fields in the 'Valuation' section can then be accessed: they must have the code of the parameter value that will help determine the default value or the limit for the expense. These parameter values can in effect be defined at a more detailed level, based on the employee or other standard levels (site/company/folder).

For instance: EXPAMT1 for the accommodation allowance, or EXPAMT3 for the meal allowance, or even EXPAMT2 for the accommodation limit,
Upon entry of the expense note, for an expense of "User value" type, the expense line amount (and its limit) is then calculated based on the EXPAMT* parameter value attached to the expense and after the search for the value for the current employee.

Finally, the last section 'Analytical dimensions" is used to specify the rules for initializing and modifying analytical sections upon entry of the expense note.
Dimensions can be fixed and defined on the expense setup or they can directly come from the employee record (and more precisely from the Accounting tab of the user setup representing the employee). Then, dimension view by dimension view, it is possible to say whether these initialization values can be modified or not upon entry of the expense note.

Block number 1

Expense code (field CODEXP)
field DESTRA
Short description (field SHOTRA)

The short description replaces the standard description when display or print constraints require it.

By default the short title, the long title or the column header of a data are recorded (on creation/update) in the connection language of the user.
You can add your translation in another language using the Translation function:

  • Click Translation from the Actions icon in the corresponding field.
  • In the Translation window, add a new language code with the translation in this language.

A user who logs on with this language will view the short description, long description or column header in their connection language if a translation exists. Otherwise, these descriptions will be available in the folder language.

SEEINFO The connection language must be defined as a default language for thefolder.
Group (field GFY)

This field is used to limit the access to the transaction to:

When this field is left blank, all entities are included in the transaction.

Allocation

Unit (field UOM)

On analytical inquiry, this field determines the non-financial unit linked to the displayed account.
The non-financial unit is determined when setting up an account associated with a given value.
This unit is called upon entry.
Accounting code (field ACCCOD)

Use this field to specify the accounting code of the site.
The accounting code is a default value used in the setting up of accounting entries.
It refers to a table that lists a certain amount of elements (collective accounts, accounts or parts of accounts) that can be used for the determination of the documents that will be posted.
Tax (field VAT)

This field is used to specify a tax code.
This code can be accessed by right click or by tunnel and is linked to the tax type specified in the screen (additional tax, provincial tax, etc.): For instance, when you select the provincial tax, the tax rates associated to this type of tax will be those specific to the provincial tax.
SEEINFO The rule set up in the tax code must be identical to the one specified in this screen.
Cost type (field PCCCOD)

Use this field to assign this expense code to a specific cost type. Cost types are used by Project management. In an expense context, a cost type defines the types of expense that can affect a project such as travel expenses.

Accessibility

Mandatory comment (field DESFLG)
Access code (field ACS)

This access code makes it possible to prohibit access to the current record for some users.

If the field is populated, only users that have this access code with read access rights (and write access rights respectively) can view (or with write access rights, modify) the record.
Start date (field VLYSTR)

Optional field, makes it possible to enter a start date relating to the entity validity.
End date (field VLYEND)

Optional field, makes it possible to enter an end date relating to the entity validity.

Valuation type

field TYPVLT

Valuation

Default value (field VLTDEFUNI)
field RPTCUR1
Cap (field VLTPFDUNI)
field RPTCUR2
Default value (field VLTDEFPAR)
Cap (field VLTPFDPAR)

Grid Analytical dimensions

Dimension type (field DIE)

The dimension views preloaded in the grid match the default dimension views defined for the Expenses for expense notes entity.
Initialization (field INICCE)
Dimension (field CCE)

The setup determines if the analytical dimensions can be modified. They are initialized based on the setup of the default dimension.

In creation mode, if no order line has been entered and the project code is modified, the analytical dimensions are reset based on the setup of default dimensions.

In creation mode, as in modification mode, if an order line is entered and the project code is modified, the analytical dimensions are not reset.

Changeable (field CCEFLG)

Error messages

The only error messages are the generic ones.

Tables used

SEEREFERTTO Refer to documentation Implementation