Follow these directions to activate e-xpense. During this process, you can set several company-wide parameters related to e-xpense.
To activate e-xpense
From the JAMIS Administration home page > Setup tab, under Application Setup, click Company setup. Or, from the top of any JAMIS Administration screen, click Application Setup > Company Setup. The Company Setup screen appears.
Click the Main tab.
Click the Use e-timecard and Use e-xpense check boxes to implement both modules. You must check these boxes for users to have access to e-xpense on the web.
Enter the Vendor Mask to match the format of your company vendor numbers.
Click Save.
From the top of the screen, click Application Setup > Parameter Setup. The Parameter Setup screen appears.
Click the System tab.
The Enable attachments check box defaults to turned off. Check this box if you want to let users attach files to requests and reports. You must also perform step 19 below to enable attachments in the database.
Click the Emails tab.
The Create Automatic Emails for e-xpense check box defaults to turned on. As long as this field is checked, the e-xpense automatic email program will always run. If your company does not use the automatic email function, turn off this check box.
In the JAMIS e-timecard Login Address field, enter the address for the web application login page. The system automatically uses this address for a link that appears in some email messages. The link lets users easily log into e-xpense to take action on the email.
Click the Expenses tab.
The Enable Saturday Night Stay Analysis (SNSA) check box defaults to turned off. Check this box if you want to let employees enter Saturday night stay analysis data when they itemize costs on travel requests.
The Enable itinerary dropdown list defaults to Disabled. Select Required or Optional if you want to let employees enter itinerary details on travel requests. If you select Required, then an employee must enter an itinerary before s/he can submit a travel request. You can customize the headings and questions that employees see on the Itinerary Information screen.
The Delete approved requests check box defaults to turned on. Turn off this check box if you want to prevent employees from deleting a pre-authorization request after it is fully approved.
The When approver is self, send requests and reports field defaults to Do Not Send. Select one of the following options if you want e-xpense to automatically send a request or report to an alternate approver whenever the employee submitting is in the request or report’s approval structure.
To Employee’s e-xpense Approver: e-xpense sends the request or report to the submitting employee’s e-xpense approver.
To Employee’s Manager: e-xpense sends the request or report to the submitting employee’s manager.
Select one of the following options from the Prorate per diem for multiple expense reports dropdown list to determine how e-xpense calculates per diem rates when you set up forms to both allow multiple reports for one trip and enforce a percent of the maximum M&IE (meals and incidental expenses) per diem on the first and last day of reports.
By Pre-Authorization Request
By Expense Report
Prompt Employee
By default, the Allow self-approval of pre-authorizations when no cash advance check box is turned off. Turn on this check box to let users approve their own pre-authorizations if they are not requesting a cash advance. You will find this useful if you have job managers who know their own budgets and often must travel quickly without waiting for another manager’s approval.
Click Save.
If you want to enable attachments (see step 8), do the following. If you do not have the ability or permissions to perform these steps, ask your system administrator for help.
Using SQL Studio Manager, connect to the JAMIS e-timecard database as the database owner or sa.
Run the following scripts.
<install directory>\install\msql\jmattachment.msql
<install directory>\install\msql\jmattachmenta.msql
<install directory>\msqlproc\expenseReportIO.sql
<install directory>\msqlproc\preAuthorizationIO.sql
<install directory>\install\msqlproc\attachmentIO.sql