9.2 Viewing or Modifying User Defaults

Purpose:  Use this document as a reference for viewing or modifying user defaults.

Audience:  All Users.

You must have at least one of these local college managed security roles:

  • ZZ Expenses User Admin

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Viewing or Modifying User Defaults

Navigation:  NavBar > Navigation > Travel and Expenses > Manage Employee Information > Update Profile 

  1. The Employee Profile (Edit) page displays.
  2. Enter the desired information into the begins with field. Enter a valid value.
  3. Select the Search button.
Employee Profile (Edit) search page
  1. The employee edit page displays.
  2. Select the User Defaults tab.
  3. Use the User Defaults page to view or modify general default preferences and default preferences for travel authorizations, cash advances, expense reports, and time reports.  
  4. Note:  We are not using time reports.
  1. Select one of the following methods to use as a default to create new expense reports. You can override this default when creating an expense report if required.  Note: It  is not recommended to change the settings on this page.  If changes are  made, consideration of the impact to the user should be considered.  Listing the options for the expense reports and travel authorizations should be enough.
    • Copy From a Template: Expenses will display the Create Expense Report - Select a Template page where you can select a template to use or select the expense types and date to include in the expense report.  
    • Copy From a Travel Auth.: Expenses will display the Create Expense Report - Populate From a Travel Authorization page where you can select a travel authorization to copy from.
    • Copy an Existing Report: Expenses will display the Create Expense Report - Copy From an Existing Expense Report page where you can select an expense report to copy.
    • Open a Blank Report: Expenses will display the Create Expense Report - Expense Report Entry page.
  2. In the Expense Report field, select the Copy From a Travel Auth from the drop-down menu.
  1. Select one of the following methods to use as a default to create a new travel authorization. You can override this default when creating a travel authorization if required.
    • Copy From a Template: Expenses will display the Create Travel Authorization - Select a Template page where you can select a template to use or select the expense types and date to include in the travel authorization.
    • Copy an Existing Authorization: Expenses will display the Create Travel Authorization - Copy From an Existing Travel Authorization page where you can select a travel authorization to copy.
    • Open a Blank Authorization: Expenses will display the Create Travel Authorization - Travel Authorization Entry page where you can enter a date range and descriptive information about a travel authorization.
  1. From the Travel Authorization field, select the Copy an Existing Authorization from the drop-down menu.
deafult creation method options s
  1. Expense Defaults enable you to streamline entry on a travel authorization or expense report. For example, Expenses pre-populates the number of nights for lines where the expense type edit is Hotel/Lodging.
  2. Use the Report Description field to enter a default description that you want to default onto the header level of your travel authorizations, cash advances, and expense reports.
  3. The business purpose that you select defaults onto the header level of your travel authorizations, cash advances, and expense reports.
  4. From the Business Purpose field, select the General Travel and Expense from the drop-down menu.
  5. Use the Billing Type field to select a billing action that you want to default onto your travel authorizations, expense reports, and time reports - If you use Project Costing, billing codes are required to identify project costs that are both billable and charged to project costing ChartFields. Expenses passes these items to Billing for processing.
  6. In the Billing Type field, select Billable from the drop-down menu.

All further steps – not recommended to make any changes as these can have significant impacts on users.

  1. Use the Originating Location field to select a city, country, or geographical area that you want to default onto your travel authorizations and expense reports.
  2. Use the Expense Location field to select a city, country, or geographical area where you will incur expenses that you want to default onto your travel authorizations and expense reports.
  3. Use the Payment Type field to define the default for how you pay for expenses on your travel authorizations and expense reports.
  4. Use the Credit Card field to select a credit card number that you want Expenses to use as a default for expense transactions with a method that may directly reimburse the supplier. For security reasons, most of the numbers for each credit card will be masked. The credit card information for the employee is maintained on the Employee Profile - Corporate Card Information page.
  5. Use the Transportation ID and field to select a transportation ID that you want to default onto your travel authorizations and expense reports.
  6. Use the Number of Nights fields to enter the number of nights that you want to default onto your travel authorizations and expense reports for the expense type Hotel/Lodging.
  7. Use the Expense Type Defaults section to define payment methods, preferred merchants, and billing type by expense type. You can select a preferred merchant from those defined for the expense type, or you can enter a default merchant name if there are none defined at the expense type level.
  8. Use the Expense Type field to select an expense type. When you select the expense type on your travel authorizations and expense reports, Expenses will populate the payment type, billing action, and merchant information.
  9. Use the Payment Type field to select how you pay for the expense type. When you select the expense type on your travel authorizations and expense reports, Expenses will populate the Payment Type field with this information.
  10. Use the Billing Type field to select the billing action that you want to default onto your travel authorizations and expense reports for the expense type - If you use Project Costing, billing codes are required to identify project costs that are both billable and charged to project costing ChartFields. Expenses passes these items to Billing for processing.
User Defaults tab
  1. Project Defaults for Expenses enables you to have one set of project defaults for travel authorizations and expense reports and another set of project defaults for time reports - You may add one or more rows of project accounting default values. Each row of project values may be enabled or disabled. When you create transactions, Expenses copies each enabled row of values into the relevant section of your new transaction.
  2. If Project Costing is installed, then all project ChartFields will be available for default, including default percentage split for expense reports and default hours for time reports. If Project Costing is   installed, the name of this grid is Project Defaults for Expenses - If Project Costing is not installed, then only the PC Business Unit, Project ID, and Activity ID ChartFields will be available for default for time reporting.
  3. Access to project ChartFields can be dependent on the employee privilege template for time reports. For example, if the PC ChartFields value for the employee privilege template, that the employee is assigned to for time reports, has a value of Modify, then the employee can change Project Costing ChartFields.
  4. Select the Save button.
project defaults
  1. Process complete.

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