Setup Recurring Expense Profile

Setup the recurring expense Profile

1. Expand Data Piping

2. Click on All Profile Task

3. Click on Add

4. Give your profile a:

   1. Name: Give a name to your profile that will help whoever is running it be able to tell what the profile actually does

   2. Profile Type: Click on the profile type for Created Expense Recurring Reports

   3. Description: optional

5. Click Save

6. Click on the Parameters tab (These parameters is not needed for Credit Card Recurring Charges, just select anything if you are only using Credit Card Recurring Charges)

• Report Type ID* - Type the Report Type ID that is already set up where the recurring expense will apply.

• Report Title* - Type in the title of the report

• Payment Type ID* - Type in the Payment Type ID

• Monthly Period Option*

a. Previous month - Select this option if you would like the expense report to be created for the previous month

b. Current Month - Select this option if you would like the expense report to be created for the current month

c. Next month - Select this option if you would like the expense report to be created for the next month

• Report Status*

  a. Draft - For expense reports not yet submitted for approval

b. Released - For expense reports that have already been approved

• Expense Code - Enter the code for the recurring expense that has been created

• Level1 Code - Enter the Level1 code for the recurring expense that has been created if applicable

• Level2 Code - Enter the Level2 code for the recurring expense that has been created if applicable

• Level3 Code - Enter the Level3 code for the recurring expense that has been created if applicable

• Level4 Code - Enter the Level1 code for the recurring expense that has been created if applicable

• Email Option*

a. Email the user - Select this option if you would like the user to be sent an email indicating an expense report has been created

b. Email the user and include a PDF report - Select this option if you would like the user to be sent an email indicating that an expense report has been created along with the PDF of the report

c. No email - Select this option if you don’t want an email to be sent to the user

• Email Subject - If you would like the email to have a subject type add it here

• Email Message - If you would like the email to have a message add it here

7. Click Save

Schedule the Profile

1. Click on the Job Schedule tab (this tab allows you to schedule profiles to run automatically)

2. Enter the:

   • Interval: This is the kind of interval that the profile will run in (example: Daily, 1 Hour, Bi-Weekly, Monthly, no schedule)

   • Start: This is the date and time that this profile will start running if scheduled

   • Skip Job Schedule: This is used to skip the scheduled job

   • Time Format: This is the time that this profile will run (AM/PM)

   • Data Keep Days: This is how many days the system will keep a log of this profile running after it runs.

   • Notifyee: This is the e-mail address of the person being sent the e-mail for notifications about this profile (you can click "With Attachments" to include an attachment on the e-mail)

   • Notify Event: These are the events that the Notifyee will get the notifications about (example, you can say "On Error", "On Information", "On Warning" and "On Running" to cover all your bases)

   • Number Format: This is how the numbers will display

   • Date Format: This is how the date will display

   • Thread ID: This can be kept as Default

Important Note: If you are planning to implement recurring expenses, make sure you set the expense policy to restrict users from submitting expense reports manually above their allowed monthly limit.