Introduction 00:00

Welcome to Deltek University's Learning Zone, for users on Deltek Costpoint. My name is Valerie Danielson and I have been working with Costpoint for over 15 years. Today, I am excited to be your instructor for this learning video. It is important to note that in this learning video, you are able to view specific topics by selecting the index tab and choosing the desired subject. I sincerely hope you enjoy this training and all it has to offer.

Welcome to Costpoint Mobile Expense application. Begin by navigating to the Costpoint icon on your mobile device. Today, I will be using an Apple iPhone device. Once installed, my device automatically takes me to the welcome user page to enter in my PIN, or if configured, can be logged in using the face recognition.

For this example, I will login using the PIN. Enter the 6 digit PIN and select the green checkbox. The application will now gather my individual timesheet information and take me to the current timesheet period and date.

Expense Report Section 01:20

Now, let's navigate to the Expense Reports section of the application. Using the menu on the left hand side of the mobile application, we can select Expense Reports, taking us to the main Expense Report screen. The header of the Expense Report contains several useful icons. On the right hand side of the main screen, the Filter icon be found to use for filtering Expense Reports based on different statuses. Here you can also use the toggle on/off buttons within the screen to filter on one or many statuses.

The Plus icon is found on this top header as well and is used to create new expense reports. Using the toggle menu at the top, where Expense Reports vs Outstanding Reports is shown, a user is able to switch between the Expense Report and the Outstanding Expenses. Outstanding Expenses will be any expenses that have been imported in from other applications and have yet to be claimed.

Moving into the body of this screen, a user can access any Expense Report that has been previously created and view key details such as date, purpose, status and amount quickly and at a glance, to see all details of the report, simply click on the individual item.

Creating a New Expense Report 02:56

Next, we can look at creating a new Expense Report, to do this, we will use the plus button at the top of the right hand side of the screen, this will take us to a new screen to begin creating the new Expense Report. There are 3 sections that are shown on this screen, Details, Location, and Default Charges. We will take a closer look at each of these sections individually further in this video. Other menu items available on this screen are located in the bottom menu toolbar, they include the Certification button, which becomes enabled once all sections of the expense report are completed Other menu items available on this screen are located in the bottom menu toolbar, they include the Certification button, which becomes enabled once all sections of the Expense Report are completed.

Plus button, which enables users to add details on various expense items.

The Wastebasket, which can be selected when items need to be deleted.

Save button, which should be executed frequently to ensure expense entries are always captured.

Now, let us explore each of the 3 sections within the Expense Report.

The Details section can be accessed by tapping the arrow on the right hand side of the screen, this will take the user to a new screen. Here a user will select the date of the Expense Report, the default date will always be the current date but can be changed by using the calendar icon. For today's example I will use the current defaulted date.

Next, a user will select the Type of Expense Report they are submitting, these types are defined by each company within Costpoint and will vary from what is shown here. Options that I have available here are International Travel, Local Travel, Long Distance Travel, Non-Travel, and Travel Expenses - Per Diem. For this line item of the Expense Report, I will be selecting the Local Travel option. Next, a user will enter in a description for the Expense Report. Rules regarding these descriptions will be defined by organization. This field is a free form field and can accompany up to 30 Characters; the description for this Expense Report will be Travel to Herndon November.

Best Practice:

Use descriptions that allow you to easily navigate to the Expense Report from a list perspective. When submitting Expense Reports frequently, the list to search through can become very time consuming, providing a meaningful description will make that search much easier.

Lastly, in this section, a user will enter in an overall purpose for this Expense Report, use the question, what was this Expense Report for? This field can expand on the description or remain the same as the description, again use guidance from your organization. For this example I will use In Office Meeting, Deltek Herndon Office, and then select Done from the top menu on the right hand side. Once all of the details have been completed I can select Done to navigate back to the main Expense Report screen.

The next section, Location, can be accessed by tapping the arrow on the right hand side of the screen, this will again take the user to a new screen. In the location screen a user will want to add a new location or choose from existing locations that have been saved to favorites. Select the Add Location option to go to the next screen. You will then notice that the date of the Expense Report has defaulted in for this.

Once in the selection screen a user can select from the Favorited choices that have been previously chosen or select the lookup option to select from all saved locations. For this example, I will select the lookup options and search for my location using Country as United States, State as Virginia, City as Herndon, and allowing County and Location to default fill in as setup in expense configuration.

I then have the option to add any comments to this location such as the client name or office this location pertains to. Lastly, in this location screen a user will select apply location to add it to the Expense Report. Once applied the user will be taken back to the location screen and will be able to edit the location and turn the location on a favorite for future use, they can also turn it on as a favorite by using the toggle switch. Per Diem Rates can also be viewed in this screen for the specified location, by selecting the Per Diem Rates button. Before I move away from this screen, I will go ahead and turn on the toggle button to save this location as a Favorite for future use.

Next, we will explore the Default Charges section. Selecting the arrow next to Default Charges will take us to the first entry screen, which is where a user will select or enter in their Project Code. Here, the user can choose to use favorited Project Codes or Lookup the project code. For this example, we will go ahead and lookup the project code, searching on 100, this will return any project codes with 100 in the project string. We have a few items to select from, and will use the 10027.00.000.00.100 project, this is the travel code for Project 1027.

You can see from this example that the project code and description are then populated into the Default Charges screen, also available in this screen are the Default Allocation percentage which can be defined on a user basis. An ID of 1 is also populated automatically. Showing that this is Default Charge 1.

Lastly, we have the option again to save this item to our favorites by toggling the button at the bottom. I will toggle this to on for this example. Other Default Charges can be added as needed, and an example of this would be if 50% of the travel expense goes to one project code and the other 50% goes to a second project code, we would then need to create two line items under the default charges section. Repeating the steps shown previously would allow a user to add a second line in the same manner as the first.

Now, let's add the last portion to our Expense Report, the Expense Details. By selecting the plus button at the bottom of the screen, a new popup screen will appear labeled Expense Details. Here we will see options for entering in specific details for each expense type. I will now select the arrow on the right hand side of expense type to select from the available options. Options will vary depending on a company configuration and may not fully resemble the selections shown in this learning video. For this Expense Report, I will be claiming Mileage, Meals, and Toll Fees, so I will need to complete three different expense details screens.

First, I will be selecting Expenses-Mileage for my first expense type. Once selected, I will need to fill in the other required fields in this Expense Details screen. For Mileage most of my fields have been defaulted in for me, however, I will need to enter in the actual number of miles that I am claiming on the Expense Report. For this example I will enter in miles as 100. I'll then select the Payment Method as Employee Paid and add in a To and From description of Fredericksburg and Herndon.

Once all required fields are populated, I can then hit the Save button and go back to the original Expense Report screen. Now, I'll hit the plus button again and select my next Expense Type as Expenses-Meals (Per Diem Allowance).

Best Practice:

You will notice that the fields on this screen are different from those that were on the mileage screen, as you select expense types, these fields will change depending on the original setup for that expense type in Costpoint.

My Expense Incurred is populated for me as the per diem rate for all meals for the specified location code. I will need to select the appropriate Payment Method, Employee Paid, and ensure the correct location code has defaulted in. Using the Meals button, I can select any meals that I incurred on the trip, the default for this expense type has been setup so that all meals are automatically selected. To unselect a meal, simply uncheck the meal, this will result in the Expense Incurred amount decreasing by the amount allocated for that meal. Use the Per Diem Rates button to view the calculation for the total Per Diem amount allocation.

Once all fields are correct, I can use the save button to save the expense details and move back to the Expense Report screen.

I'll select the plus button one more time now to add the third expense details line for Toll Fees. I'll select the expense type as Expenses-Toll Fees and then enter in the expense incurred as $35.00. I'll then select the Payment method as Employee Paid. Once all required fields have been completed, I can use the save button to save the expense details and move back to the Expense Report screen.

Once back out at the Expense Report screen I can see the total due to me as payment and verify that all of my expense lines are reported.

Once reviewed, I can now submit the Expense Report using the certification button at the bottom of the left hand side. This will take me to the certification screen where I am able to select I Agree and have the Expense Report submitted to the appropriate parties. My Expense Report will now read as submitted.

Expense Report and How to Attach a Receipt 15:17

Now, let’s look at one more Expense Report and how to attach a receipt.

For this example, I have already created the basic portions of the Expense Report. This Expense Report will be for Non-Travel and Office Supplies for 2020 to project 10220.10 which agreed to pay for my at home office chair. Once the basic details have been completed and saved, I can select the plus button to move to the expense details screen.

I will select the Expense Type from the defined list, this time as Office Supplies-Supplies. I will then select the Expense Incurred field and enter in the amount of $315.90. In the Comments field I will enter in Office Chair, per Project Manager Christa. I can now select the Payment Method as Employee Paid.

You will notice that on this expense detail I have a taxes section, which is where I will record the Virginia Sales and Use tax. This item is predefined in Costpoint for the specific state or region, but can be adjusted. For this example I will use the calculated amount of $15.90 and input the Tax ID as 1234678, which is a required field. I can then select the Done button at the top of the screen.

Next, there are the Charge Allocation Expansion buttons to view and assign under and over ceiling amounts. In this case, all of my charge will be allocated to the project code already specified. Now I can expand the attachments section. Once in the attachments screen I will select the checkbox next to the line item I am attaching receipts for, ensuring that the checkbox is green. Once selected the camera and wastebasket are enabled.

I'll now select the camera button to either select an already created photo or to take a photo of my receipt, in this example, I will select a photo from my camera roll by selecting the ellipsis button and browsing my photos. Once selected the system will create the attachment and attach it to the Expense Report, it can be viewed again by selecting the arrow to the right hand side of the expense receipt line.

Once verified I can move back to the expense detail screen and save. I should now be able to view the entire Expense Report and attachments from the main screen where I can then submit and certify for submission to the appropriate approvers.

This will complete our learning video for Costpoint 8 Mobile Expense.

Conclusion 18:42

Thank you for attending this Learning Video. Please remember that you can review any subject covered in this training by selecting the Index Tab and choosing the desired topic. Please visit the Deltek University Learning Zone to view the entire library of Deltek Costpoint training materials. We welcome any comments and feedback to help us improve your learning experience.