Use the drop-down list to select how foreign currency amounts are converted. The values are:

• Actual: If you select this option, the amount shown on the expense report will be exactly the amount that is reimbursed to the employee (regardless of your financial system's exchange rates).
• Estimate: If you select this option, the amount shown on the expense report will be an estimate of the total amount that is reimbursed to the employee. The system calculates the exact amount using your financial system's exchange rates.
  Note: Foreign reimbursements are always made in US Dollars. The system downloads the employee's pay currency from Deltek Costpoint.

In the UDT field, click, then select the UDT you want to display in the header portion of the expense report, and click OK. Possible values are "None," and "UDT01" through "UDT15."

Use the drop-down list to select the date you wish to use from the expense report as the Invoice Date on the AP Voucher. Valid values are:

• Export Date: If you select this option, the date on which the expense reports are exported will be the Invoice Date on your AP vouchers in your financial system.
• Submit Date: If you select this option, the date on which the expense report is submitted will be the Invoice Date on your AP vouchers in your financial system.
• ER/Advance Date: If you select this option, the date that the user enters as an Expense Report Date will be the Invoice Date on your AP vouchers in your financial system.

This date could affect when the expenses are reimbursed to the employee.

Enter up to 10 characters for the value to be used as the starting number for expense reports. The last character must be numeric so the field can be incremented by 1 as expense reports are entered. Make the numeric portion large enough to handle the number of expense reports to be entered in your system.

For example, if you anticipate no more than 10,000 expense reports being used throughout the life of the expense report system, enter "ER0000." The first expense report entered is given Expense Report Number ER0001, the next is given ER0002, and so on. Once you are past ER9999, the system displays an error if you try to enter another expense report.

Select the Allow Unauthorized Charges check box to enable you to view and use charges for which they are not authorized. Although these charges are not displayed on the Charge Lookup dialog box, you can manually enter them for an expense report or expense authorization.

If you selected the Direct Cost Point Access lookup option on the Charge Lookup Options tab of the General Configuration screen, the Allow Unauthorized Charges option is not available. Employees can only use charges for which they are authorized in Costpoint.

Select this check box if you want employees to have the ability to select a different Org when filling out the Expense Wizard portion of their expense report.

If you do not select this check box, the default Org will be the only available Org that the employee can use when filling out the Expense Wizard portion of the expense report.

Select this check box to allow users to enter an Org in the General Wizard portion of the expense report. Depending on how the Charge Type is configured, the system can pull the Org from this field when the employee enters expenses.

Select this check box if you want to allow the person submitting the expense report to perform the charge approvals in the Expense Wizard.

This field is clear by default. Select this check box to replace the standard Lookup for User Defined Values with a query field in the Manage/Approve Expense Reports screen. Replacing Lookup with the Query field enables users to more quickly locate specific values and improves search performance.

Use the drop-down list to select the default Org that is used when the employee fills out the General Wizard portion of the expense report. The valid values are:

• Employee – The system uses the Org value from the most recent Employee History record.
• Project User-Defined Value #1: The system uses the first User-Defined Value that has been set up for the Project.
• Project User-Defined Value #2: The system uses the second User-Defined Value that has been set up for the Project.
• Project User-Defined Value #3: The system uses the third User-Defined Value that has been set up for the Project.
• None – No default value is entered by the system.

If the Allow Org Entry in the General Wizard check box is not selected, this drop-down list is disabled.

Enter up to 10 characters for the value to be used as the starting number for expense authorizations. The last character must be numeric so the field can be incremented by 1 as expense authorizations are entered. Be sure to make the numeric portion large enough to handle the number of expense authorizations that will be entered in your system.

Enter a tolerance percentage that can be used in conjunction with the authorization estimated amount and the actual amount spent on expenses. If the actual amount spent is within this tolerance percentage, the system uses the approvals that were done for the authorization in place of the approvals that should be done on the expense report.

Select the number of expense reports employees are able to see from their desktops. The valid options are "1" through "25." The system uses this value as the Default Screen value on the Defaults tab of the Employee Information screen.

Select the Expense Class that you wish to use as a default for new employee history records that are added or imported into the system. The available values are all expense classes set up on the Expense Classes screen in the Expense Setup menu.

Select the number of expense authorizations employees are able to see from their desktops. The valid options are "1" through "25."  The system uses this value as the Default Screen value on the Defaults tab of the Employee Information screen.

Select this check box to hide from view voided expense reports in the MyExpenseReports section of the employee desktop.

Leave this check box unselected to display voided expense reports on the desktop.

Select this check box to hide from view voided expense authorizations in the MyExpenseAuthorizations section of the employee desktop.

Leave this check box unselected to display voided expense authorizations on the desktop.

Use the drop-down list to determine whether the expense system will use the receipt imaging feature. Valid values are:

• Standard: Your employees will have the option to scan receipts and attach them to expense reports.
• Disabled: This feature is not used in Deltek Expense.

Select this check box if you want employees to enter receipt information when they sign their expense reports. If you select this check box, they must identify those receipts that have been submitted, those that are missing, and provide explanations if a required receipt has not been included.

Select this check box if you want to print the Voucher Distribution Schedule when printing the Expense Report Summary report.

From the drop-down menu, specify the point at which expense authorizations will be considered a commitment. Choose from the following:

• Submitted: Only expense authorizations with a status of “submitted” are included as commitments.
• Approved:  Only expense authorizations with a status of “approved” are included as commitments.

From the drop-down menu, specify the point at which expense authorizations will be considered a commitment. Choose from the following:

• Submitted: Only expense reports with a status of “submitted” are included as commitments.
• Approved:  Only expense reports with a status of “approved” are included as commitments.