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*

• Report Status*

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

• 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*

• 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. Email Keywords

  • {ReportId} Report Number

  • {TotalAmount} Total Amount

  • {TravelDate} Transaction Date

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:

   1. Schedule Setup 

      1. Start Date*: Select a date you would like the alert to start

      2. End Date: Select an end date if applicable. This is an optional field and can be left blank.

      3. Interval*: Select how often you want the alert to go out. 

      4. Biweekday Frame: Select the day of the week the alert will run every other week. (Only available if you chose Biweekly as the Interval)

      5. Weekday Frame: Select the day of the week you would like this alert to go out on. You may choose more than one day. (Only available if you chose Daily as the Interval)

      6. Month Frame: Select the month (s) you would like the alert to run on. (Only available if you chose Monthly as the Interval)

      7. Day Frame: Select the date(s) of the month you would like the alert to run on. (Only available if you chose Monthly as the Interval)

      8. Time Frame*: Select the time the alert will go out.

   2. Additional Settings

      1. Data Keep Days: The number of days the system will store the instances of when the alerts were run. 

      2. Self-Clean: If you want the system to automatically clean up the instances based on the number of days entered above.

      3. With Attachments: Check this box if you would like an attachment of the log when a notification is sent.

      4. Notifyee: Email address of an admin to receive notification based on the events chosen Notify Events.

      5. Notify Events: Notification will only be sent in the case where any of the boxes are checked in this field.

      6. Time Zone*: Select a specific time zone you would like the alert to run.

      7. Date Format: Select a date format. 

      8. Skip Job Schedule: Choose a Skip Job option if set up under Job Schedule.

      9. Thread ID*: leave as default or contact support if needed.

      10. Number Format: Select a number format.

      11. Time Format: Select a time format.

      12. Job Uuid: A unique identifier assigned to each job, can used to uniquely identify specific instances of jobs to ensure that there is no duplication in scheduling.

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.