APS Time and Expense Integration

DATABASICS Expense Reporting system integrates to APS Payroll for expense reimbursement.

Expense Type Mapping to APS Dollar Abbreviation

APS Reimbursement of expenses is using the Dollar Abbreviation in APS. Restrictions and validations needed can take place to ensure the data is 100% validated before it gets posted to APS.  

APS Dollar Abbreviations

A customer will process expense reimbursements using APS' Dollar Abbreviation feature, see Company Income Details screen:

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Expense reimbursement are posted as a positive number associated with one or more Dollar Abbreviations. Most often only one Dollar Abbreviation in APS is used (e.g. “ExpRmb”). However, a customer can utilize multiple APS Dollar Abbreviations, be to either Payment Type, Expense Type Group or Expense Type in DATABASICS.

DATABASICS Services Team will work to configure DATABASICS based on the customer requirements.   The following fields are necessary in order to upload the custom CSV file into APS:

• Employee_Number - Employee ID number in API. Typically configured as other id in the DB employee setup.

• Department - Department number in APS- tied with the employee

• Hours Abbreviation(s) - is the APS code that corresponds to a time code in DB, there may be multiple Abbreviations based on the customer Payroll set up.

• Dollar Abbreviation - is the APS code that corresponds with a reimbursable pay type in DB

Post Approved Time / Expense Reimbursable Transactions to ADP

DATABASICS will configure a profile to post all approved expenses according to the customer’s requirement. The file produced will be generated along with the reimbursement details to show up on the user’s paystub.

The Post to APS profile configured in DATABASICS with query to retrieve only approved expense reports and reimbursable amounts greater than zero.  These queries are fully configurable by the customer depending on the requirements.

DATABASICS will provide a tailored file output for APS.

Example DATABASICS Post Expenses for reimbursement profile:

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Importing into APS

To import into APS, log into APS as administrator.

NOTE:  DATABAICS has the ability to rollback a posted batch as long as it is not processed in APS yet.   You may need to contact support@data-basics.com or submit a ticket online to request a rollback to posted expense batch.

1. Make sure DATABASICS Post Profile is configured as CSV output.

2. You can schedule the extract or run it as needed.  To run the extract go to Admin --> Data Piping → All Profile Task --> click on

Run Now for Extract to APS profile.

3. Once it runs it will take you to Job Instances to view the status and once it completed you will be able to download the CSV file.

4. Download the CVS file to Downloads folder on your computer. Click Upload when you are ready. Once you have added your payroll file from DATABASICS to your import, select the appropriate file(s) using the check box and click Done.

Expense Posting Example:

Time Posting Example: