Control Data Refresh

Control Data Refresh

Document number: 17306

The first time you log into Mobile Time and Expense, you will receive a message notifying you that a forced data refresh must be performed to transfer Expense control data from the online Time and Expense application to the Mobile Time and Expense application client located on your computer. Projects and Localities must also be refreshed at this time; however, these refreshes require additional steps to complete.

Users should also perform a periodic refresh of the control data, projects, localities and project data every two weeks or any time there is a update to a project team assignment in the online system. This may include being added to a project or being extended on an assignment. When using My Wallet, a refresh of your transactional data is also required to download recent corporate American Express credit card transactions.

Initial log in
Periodic refresh
What information is refreshed

Initial log in

Note: You must be connected to the PeopleSoft network to refresh your control data.

A full Control Data Refresh consists of several types of updates - Control Data (including My Wallet American Express transactions), Localities and Project Data . You must complete all steps for your information to be complete. Failing to to complete all the steps will result in empty fields and unsuccessful report submission.

You must have Mobile Time and Expense (MTE) installed before you can begin. For additional information, see Eureka! document 17304 — Mobile Time and Expense Installation from the Software Library.

Control Data Refresh
This refresh is done automatically the first time you log into Mobile Time and Expense. For additional information, see Eureka! document 17302 — How to log into Mobile Time and Expense.

In addition, you must follow these steps to complete your initial Project Data and Localities control data refreshes:

Project Data:

Select O nline from the menu bar and select R efresh Control Data from the drop down list.
Deselect the Refresh Control Data check box and select the Refresh Project Data check box. Leave all checkboxes selected in the Select Control Data section.
Click the OK button to begin the project data update.

When the project data is refreshed, you will receive a confirmation message. Click OK.

Localities:

In the Refresh Control Data window, click on the Download Localities link located in the middle of the panel. Localities are for US based employee and international employees performing work in the US.

You will receive a dialog box stating that this operation may take some time and recommending you perform this operation while connected to a fast network connection and asking if you would like to continue. Click the Yes button.
The Refresh Localities panel is comprised of two windows. All states available will appear in the left-hand side. Use the single arrow button to move over one state at a time. Use the double arrow button to move all the states over at once. Selecting all states can take long time to refresh.
- Move one state over: Select the state and click the single arrow.
- Move all states: Do not select any single state. Instead, just click the double arrow.
- Remove states: Use the back single or double arrow button.
Once you have designated the state(s) you wish to download, click the Update button.

Once the update is complete, the Refresh Localities window will close and you will be in the Refresh Control Data window again.

You are now ready to use Mobile Time and Expense.

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Periodic refresh

A periodic refresh is the same as with the initial log in except that the forced refresh does not occur. Periodic refreshes may include American Express My Wallet transactions, Project Data and Localities.

American Express My Wallet Transactions:
1. Select O nline from the menu bar and select Refresh Control Data from the drop down list.

2. Select the Refresh Control Data check box. Uncheck all checkboxes in the Select Control Data section except Transaction Control Data.

3. Click the OK button to begin the project data update.

When the transaction data is refreshed, you will receive a confirmation message. Click OK.

Project Data:

Select O nline from the menu bar and select R efresh Control Data from the drop down list.
Deselect the Refresh Control Data check box and select the Refresh Project Data check box. Leave all checkboxes selected in the Select Control Data section.
Click the OK button to begin the project data update.

When the project data is refreshed, you will receive a confirmation message. Click OK.

Localities:

In the Refresh Control Data window, click on the Download Localities link located in the middle of the panel. Localities are for US based employee only. If you are not based in the US, see the Project Data step.
You will receive a dialog box stating that this operation may take some time and recommending you perform this operation while connected to a fast network connection and asking if you would like to continue. Click the Yes button.
The Refresh Localities panel is comprised of two windows. All states available will appear in the left-hand side. Use the single arrow button to move over one state at a time. Use the double arrow button to move all the states over at once. Selecting all states can take long time to refresh.
- Move one state over: Select the state and click the single arrow.
- Move all states: Do not select any single state. Instead, just click the double arrow.
- Remove states: Use the back single or double arrow button.
Once you have designated the state(s) you wish to download, click the Update button.

Once the update is complete, the Refresh Localities window will close and you will be in the Refresh Control Data window again.

Now that your data is refreshed, you can begin using MTE.

For information on entering a Travel Authorization using MTE, see Eureka! document 17308 — How to enter a travel authorization using Mobile Time and Expense.

For information on entering an Expense Report using MTE, see Eureka! document 17309 — How to enter an expense report using Mobile Time and Expense.

For information on entering a Time Report using MTE, see Eureka! document 17310 — How to enter a Time Report using Mobile Time and Expense.

For information on entering a combination Expense/Time Report using MTE, see Eureka! document 17311 — How to enter a combination Expense/Time Report using Mobile Time and Expense.

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Depending on your data selections, the server downloads the following data for use in time reports, expense reports, and travel authorizations.

Refreshing Control Data

Business Unit Control Data:
Auto Rates, Bill Code, Business Purpose, Business Units GL, Expense Type, Location, Location Amount, Payment Type, Preferred Merchant, Project Resource, Project Category, Project SubCategory, Prorated Amounts, Templates, Wizard Types, TRC Mapping (for Policy Time)

General Control Data:
Country Values , Currency Codes, Holiday Dates, States Values, Translate Values, VAT Values

Profile Control Data:
Profile Control Data, Employee Data, Status Data

ChartField Control Data:
ChartField Control Data, ChartField Definitions, ChartField Data

Transaction Control Data:
Transaction Control Data, Transaction Data (American Express My Wallet transactions), Transaction Update

Message Tags Control Data:
Message Tag Data, Message Tag Definitions, Message Header Values

Refreshing Project Data

Project Control Data:
Project Ids and Activity Ids to which you have been assigned, as well as any administrative project id which does not enforce project team.

Download Localities

Localities when required (US employees and international employees performing work in the US)

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