Costpoint Online Help

Using the Help Search
Using the Help Search
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Screen Fields

Use the fields on the Expense Report Status screen to set report criteria and to send notifications.

Identification

Use the fields in this block to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. After you have saved a parameter ID and its related parameters, you can retrieve them using Query.

You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. The saved parameters are also useful and necessary when you want to run the process as part of a batch job. Many users save a unique set of parameters for each different way they run a report or process. When you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters automatically display as selection defaults. The page setup and print options are also included in the saved parameter ID if there are any. You can change any of the associated selection defaults as necessary.

Field Description
Parameter ID

Enter, or click to select, a parameter ID of up to 15 alphanumeric characters. Choose characters for your parameter ID that help identify the type of selections you made in the screen. When you save your record, all the selections made in the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query.

You can use the parameter to run the process more efficiently because you can select the parameter ID with its previously defined screen selections. After the default selections display in the screen, you can override the defaults.

Description Enter, or click to select, a parameter description of up to 30 alphanumeric characters.

Filter

Field Description
Filter

Select a filter from the drop-down list. By selecting a particular filter, you can view expense reports that have certain overdue tasks ready for reporting or workflow notification. The available filters are:

  • Overdue Submission - When an employee creates an expense report, the system creates a task for the employee to sign the expense report. The number of days/hours/minutes the employee has to sign the expense report is determined in the Expense Report Tasks tab of the Expense Report Types screen. If the time has expired, the system will consider the expense report to be Overdue Submission. If you choose this filter, the system will select expense reports that have not been signed for purposes of reporting and/or workflow notification. This workflow notification will be made to the employee.
  • Overdue Review - When an expense report is signed, the system may create one or more tasks for supervisors, or other functional roles, to approve the expense report or the charges' allocated expenses. The number of days/hours/minutes the functional role has to do the approval is determined in the Expense Report Tasks tab of the Expense Report Types screen. If the time has expired, the system will consider the expense report to be Overdue Review. If you choose this filter, the system will select expense reports that have overdue approvals for purposes of reporting and/or workflow notification. This workflow notification will be made to employees that have a functional role that gives them approval over the expense report employee or charges.
  • Overdue Image Attachment - When an expense report is signed, the system may create a task for the employee to submit receipt images for the expense report, if any are required. The number of days/hours/minutes the functional role has to import the receipt images is determined in the Expense Report Tasks tab of the Expense Report Types screen. If the time has expired and receipt images are still outstanding, the expense report will be deemed Overdue Image Attachment. If you select this filter, the system will select expense reports that have overdue receipts for purposes of reporting and/or workflow notification. This workflow notification will be made to employee.
  • Overdue Record Attachments - When an expense report is signed, the system may create a task for the employee to submit receipts for the expense report, if any are required. The number of days/hours/minutes the functional role has to receive the receipts is determined in the Expense Report Tasks tab of the Expense Report Types screen. If the time has expired and receipts are still outstanding, the expense report is deemed Overdue Record Attachments. If you select this filter, the system will select expense reports that have overdue receipts for purposes of reporting and/or workflow notification. This workflow notification will be made to employee.
Sort By
From the drop-down list, select the desired sort criteria. These are the available options:
  • Due Date - This option is available if your filter is Overdue Signature, Overdue Approval, Overdue Receipts, or Overdue Review. The results are sorted by the due date/time. The secondary sort is either Employee Name or Functional Role, depending on the Filter selected.
  • Employee Name - This option is available if your filter is Overdue Signature or Overdue Receipts. The results are sorted by the employee last name, first name, middle initial and, if necessary, employee ID. The secondary sort is by "Due Date."
  • Expense Report Type - Select this option to sort by expense report type.
  • Functional Role - This option will be available if your filter is Overdue Signature, Overdue Approval, or Overdue Receipts, or Overdue Review. The results are sorted by the expense report type description. The secondary sort is by Due Date.

Priority Filter

Field Description
High Priority Select this check box to include high priority tasks.
Medium Priority Select this check box to include medium priority tasks.
Low Priority Select this check box to include low priority tasks.

Notifications

Use the Notifications section to set up the types of notifications that should be sent.

Select the functional role that should receive the notifications. This feature works in accordance with your selections in the Expense Report Types screens.

Note: For additional information, review the "Workflow" section of the Deltek Expense Getting Started Guide.
Field Description
Send Notifications Select Send Notifications to send the notification information for the selected authorizations to the appropriate employees/functional roles.
Primary Role

Select Primary Role if you want the primary functional role for the task to be notified.

These options are not available if you selected "Overdue Signature" or "Overdue Receipts" for your filter. In those cases, the employee is notified.

Backup Role

Select Backup Role if you want the backup functional role for the task to be notified.

These options are not available if you selected "Overdue Signature" or "Overdue Receipts" for your filter. In those cases, the employee is notified.

Notes Enter up to 254 characters for a note that will be used for tasks and alerts that are sent to the employee or functional roles for the selected expense reports.
Notify Previously Notified Select the Notify Previously Notified check box if you want to notify the selected recipients even if they have been notified before during another status inquiry.

Groups Table

This table displays the groups available to your functional role. The available selections depend on the rights that you have as a supervisor.

Field Description
Selected A check mark indicates a row is selected and will be included when generating report results. Click the check box to select or clear a row.
Function This field displays the Functional Role.
Group This field displays the Group belonging to that functional role.
Attention: See the "Manage Functional Roles" section of the Deltek Expense Getting Started Guide for more information.

Expense Report Type

This group box displays the list of valid expense report types. You can select one or more expense report types.

Field Description
Selected A check mark indicates a row is selected and will be included when generating report results. Click the check box to select or clear a row.
Description This field displays the Expense Report Type description.

Sort By

From the drop-down list, select the desired sort criteria:

Field Description
Due Date This option is available if your filter is Overdue Signature, Overdue Approval, Overdue Receipts, or Overdue Review. The results are sorted by the due date/time. The secondary sort is either Employee Name or Functional Role, depending on the Filter selected.
Employee Name This option is available if your filter is Overdue Signature or Overdue Receipts. The results are sorted by the employee last name, first name, middle initial and, if necessary, employee ID. The secondary sort is by "Due Date."
Functional Role This option is available only if your filter is Overdue Approval or Overdue Review. The results are sorted by the functional role name. The secondary sort is by Due Date.
Expense Report Type his option will be available if your filter is Overdue Signature, Overdue Approval, or Overdue Receipts, or Overdue Review. The results are sorted by the expense report type description. The secondary sort is by Due Date.