Setting Up Expense Category Attributes

Access the Expense Category Setup form.

Note: After you set up audit rules, the system prompts you to set up the expense category attributes for each expense category. Alternatively, on Policy Definition Entry select a record, and then select Setup Categories from the Row menu.

User-Defined Field

Enter a value that indicates whether a field is user-defined. A user-defined field does not exist in the Expense Report Detail table (F20112). Values are:

1: The field is user-defined. Specify a value from the data dictionary.

0: The field exists in the Expense Report Detail table and is not user-defined. Specify a value from UDC 09E/EF.

Note: If you enter 1, but then select a field that is defined in the UDC table, the system changes the value to 0 automatically.

Expense Detail Data Item

Enter a code that indicates the field that you want the system to display on the Enter Expense Detail Information form for the specified expense category and policy.

If you specified 0 in the User-Defined field, select a value from UDC 09E/EF, which you access using the Search button.

If you specified 1 in the User-Defined field, enter the alias for the data dictionary item that you want to use or select a value from the Data Dictionary Search and Select Alias form, which you access using the Search button.

Expense Database Field

Enter a code that specifies the type of information that you can enter in the field on the Enter Expense Report form as defined by the value in the Expense Detail Data Item field. You complete this field only when the Expense Detail Data Item you chose is a value from the Data Dictionary. The system provides three codes for each of these data types:

Date
Numeric
Text (alphanumeric)

You must specify a data type that is compatible with the value in the Expense Detail Data Item field or the system returns an error. For example, if you specify an amount field, you cannot select a data type for dates. The system uses the value in this field to validate information that you enter on the expense report for the Expense Detail Data Item that you specified.

Each database field can be used only once per expense category.

If you select a data dictionary field that has an edit rule or is attached to a UDC, the system validates the information that you enter against the edit rule or UDC when you enter the expense report.

If the data item is not associated with a UDC code, or if you create a new data item, you can specify that it use a UDC, and then set up the code and values list.

Required / Optional

Enter a code that specifies whether you must complete the corresponding field on the expense report when you use the expense category. Values are:

Blank: The field is not required.

1: The field is required. When you enter an expense report for this expense category, the system requires a value in this field.

Note: If you set up the expense category as a preferred supplier in the policy, the system automatically completes this field with 1 when you add the data item for Additional Comments (ADDLCMT).