Single Purpose
Use this screen to enter the purpose of your trip or the reason that you have incurred expenses. This screen contains the following input fields*:
Visit From: - (required) Enter the day your travel began. For non-travel related purposes, enter the beginning date of the period for which the report is being filed.
To: - (required) Enter the day that your travel stopped. For non-travel related purposes, enter the ending date of the period for which the report is being filed.
Acct/Project #: - If associated expenses are being tracked against a account or project, enter a valid account or project number here. If you don't enter a project number, the expenses will be charged to the department specified either at the top of the report or on the split receipt.
Client #: - If the associated expenses are being tracked against a client, enter the client number here.
Client Name: - If applicable, enter the name of the client you visited or on whose behalf you incurred expenses. Whether you are actively tracking expenses against clients, you should enter a name if there is one.
Location: - (required) Enter the location where the trip took place or where the expense were incurred. The location name should conform to the list of locations issued by the accounting department if possible and reasonable. The location field is used in the expense guideline check and will help determine the routing of your report for approvals.
Trip Purpose or Reason for Expense: - (required) Enter the primary reason that you are incurring expenses. Valid reasons are the specific business reasons for the trip or client meeting, as well as, any reason for a petty cash disbursal. Invalid reasons are your name or generic phrases such as 'business.'
In addition to the input fields, the following selection lists and links are available to assist in creating a purpose record effectively:
calendar
- This link will pop-up a calendar. Any date that you select by clicking on it will
be entered into the associated date field. The single arrows will move the calendar
one month while the double arrows move the calendar a year.
New Acct/Project (link) - This link pops-up a separate window that allows you to add an account or project number to your personal database. This account or project number will then appear in the New Acct/Project selection list.
New Acct/Project (selection list) - Select a project to have it populate the Acct/Project #: field. Since your personal Account/project record also contains information regarding the related client and location, the Client #, Client Name, and Location fields will also be filled.
New Client (link) - This link pops-up a separate window that allows you to add a client, along with associated information such as a client # to your personal database. This client will then appear in the New Client selection list.
New Client (selection list) - Select a client record to have the Client #: field automatically populated. Since the your personal client record also contains the client name and location, the Client Name, and Location fields will also be filled.
New Location (link) - This link pops-up a separate window that allows you to add a location to your personal database. This location will then appear in the New Location selection list along with locations provided by your accounting department.
New Location (selection list) - select a location to have the Location field populated automatically.
Update report with this purpose (button) - (required) After you have entered all the information required to describe this purpose, click this button to add this information to the report you are creating or editing. If you exit the purpose screen without using this button, the information you provided will not be added to the report and will be lost.
Return to report display (link) - Use this link if you wish to abandon data entry and return to the report display without saving any of the information you may have added or changed.
*Note: Since purpose screens are highly customizable, not all fields may appear on the screen that you are using.