Exporting e-xpense data

If you interface your e-xpense data with an accounts payable processing program such as the JAMIS Accounts Payable module, then you should periodically export your data to that program. The export takes only approved forms with dollar amounts. JAMIS Accounts Payable does not issue advances until you export the e-xpense data.

Once you export requests and reports, employees and approvers can no longer make changes to them, although they can review the archived versions.

If any user attaches files to requests and reports, then the export includes those attachments.

To export e-xpense data

1. From the JAMIS Administration home page > Daily Processes tab, under Interfaces, click Export expenses. Or, from the top of any JAMIS Administration screen, click Interfaces > Export Expenses. The e-xpense Export screen appears. Some of the fields default from the e-xpense Initialization screen. You can change them for this export if you wish.

2. Specify the range of org9s, employee types, employee IDs, and e-xpense forms that you wish to export. You can click to the right of any field to look up org9s, employee types, employee IDs, or e-xpense forms. For any of these fields, you can leave the ranges blank to export all.
   
   Note: Even if you select to export all expense forms, e-xpense does not include reports for any forms that you set up to always exclude from exports.

3. By default, the Export Pre-Authorization Request check box is turned on. If you leave it checked, then you can enter a range of pre-authorization requests, or you can leave the range fields blank to export all.

4. By default, the Export Expense Report check box is turned on. If you leave it checked, then you can enter a range of expense reports, or you can leave the range fields blank to export all.

5. e-xpense automatically puts today’s system date in the Voucher Date and Invoice Date fields. You can change these if you wish. The voucher date is considered the posting date for the Accounts Payable liability and cost expense.
   
   Hint: You can enter the dates manually. You can also click to the right of either date field to select a date from a calendar.

6. Select one of the following options from the Verify or Export dropdown list.

• Verify to check the data for errors before exporting.

• Export to export the data without verifying.

7. Select JAMIS or External System from the Export to dropdown list.

8. Select one of the following options from the Export by dropdown list for sorting the data in the output file.

• Job, Cost Element, and Date

• Job and Cost Element

• Job, Cost Element, Category, and Date

• Job, Cost Element, and Category
  
  If you are exporting to JAMIS, then only the last two options are available. You must select an option in order for the program to create entries in the ASCII file.

9. In the ASCII Output File Information area, enter the following data about the output file.

1. The location, starting from the root directory. Make sure to include the trailing slash, which may be / or \ depending on your operating system.

2. The file name, without extension.

3. Whether you want to use delimiters. If you are exporting to JAMIS, then delimiters are not available.

4. If you click the Delimiter check box, enter the delimiter in the Delimiter Character field.

10. Click OK to run the export.

11. The Process Queue Setup screen appears. You can change the default options if necessary.

12. Click OK.

13. A dialog box appears with the process ID. Make a note of it and click OK. The program runs the export and places your process in the process queue.

14. From the top of the screen, click Management > Process Queue. The Process Queue Management screen appears. Under Filters, your user ID and the status of Not Completed default.

15. Click Retrieve. In the bottom section of the screen, a list of processes that are not yet completed appears.
    
    Hint: If you do not see your process, select a different status from the dropdown list, then click Retrieve again. For example, if you think that your process may be finished, select Completed. If you have trouble finding your process, you can select All to view all processes, though this may result in a large list.

16. Look for your process ID to view the status of the export. The Status column shows that the process is pending, running, or fatal.

17. If you need to change the dependencies or output options:

1. Click Edit to the left of the process that you want to change. JAMIS makes the fields that you can change editable.

2. Change data as necessary.

3. Click Update to commit your changes to the process.