How to Customize Mobile Time and Expense

How to Customize Mobile Time and Expense

Document number: 17307

Customizing your Mobile Time and Expense application can speed up the time it takes to enter new reports by eliminating duplicate entry. There are four ways to customize your application.

Attendee lists and Groups are useful if you take the same people out for meals or business entertainment often. You can build a list with names, companies and titles and groups them. These can then be used in when making expense reports.

Merchant lists of your most frequently used merchants help with consistency and accuracy as well as saving time.

Templates can be used to store expense information such as airplane ticket, hotel room and rental cars and used for travel authorizations and expense reports.

Changing colors can be helpful in identifying different templates and making long multiple rowed grids easier to read.

Create and manage Attendees Lists and Groups
Create a merchant list
Create a template
Change colors

Create and manage Attendees Lists and Groups
Create attendee Group
Create attendees
Assign attendees to a group
Remove attendees or groups

Create attendee Group

From the menu bar, select Lists, Attendees/Groups.
Create a new group by clicking New in the Group section located on the right hand side of he Attendees/Groups window.
In the Add Group box, enter the name of the group to be added.
Click OK to return to the Attendees/Groups window. Attendee groups are now available for use in an expense report.
Click OK to exit the Attendees/Group window.

Create attendee list

From the menu bar, select Lists, Attendees/Groups.
Create a new group by clicking New in the Attendee section located on the right hand side of he Attendees/Groups window.
In the Add Attendee box, enter the Name, Company and Title of the attendee to be added. If you use an attendee from this list in an expense report, name and company information are required; title is optional.
Click OK to return to the Attendees/Groups window. Attendee list members are now available for use in an expense report.
Click OK to exit the Attendees/Group window.

Assign attendees to a group

From the menu bar, select Lists, Attendees/Groups. In the Attendees/Group window, the Groups will appear on the left side and the attendees without groups will appear on the right side.
Click and drag a name from the Attendees List on the right to the desired group on the left.
When the desired group name becomes highlighted, release your mouse and the attendee will be added to the group. Attendees can belong to more that one group.
Click OK to exit the Attendees/Group window.

Remove attendees or groups

From the menu bar, select Lists, Attendees/Groups.
In the Attendees/Group window, select the attendee name or group name to be removed.
Click Delete.
To remove multiple attendee names or groups:

hold down the shift key and highlight if the names to be removed are located together.
hold down the control key and highlight if the names to be removed are not located together.

Click OK to exit the Attendees/Group window.

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Create a merchant list

From the menu bar, select Lists, Merchants.
In the merchant window, enter the name of a merchant in the next available row. As you enter the name of a merchant, a new row is automatically added.
When all your merchants have been added, click OK.

Merchants list members are now available to be used in a travel authorization or expense report.

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Templates

Create a template

From the menu bar, select Lists, Manage Templates.
In the Manage Templates window, click New.
Choose either Expense Report or Travel Authorization as your Template Type.
Enter a Template Name. The name will automatically converted to capital letters. Be sure to name your template according to use intended use.
Enter a Description.
Enter a Short Description.
Select an expense type by clicking in the grid under Expense Type to access the list box of choices. To choose another expense type, click on the next available grid line. Repeat this process until you have selected all the expense types needed for this template.
Click OK to save this new template and return to the Manage Templates page.
Click OK to leave the Manage Templates page.

Edit a template

From the Edit Template page, you will be able to change the Description, Short Description, add expense types or delete expense types. You will not be able to change the Template Type or the Template Name.

From the menu bar, select Lists, Manage Templates.
Select the Template Type.
Select a template from the drop down list.
Click Edit.
To add expense types, click on the next available row in the Expense Type section to access the list of expenses. Use the drop down arrow to locate the desired expense type.
To delete expense types, highlight the expense row you wish to remove and click Delete.
Click OK to save and return to the Manage Template page.

Delete a template

From the menu bar, select Lists, Manage Templates.
Select the Template Type.
Select a template from the drop down list.
Click Delete.
Click OK to save and return to the Manage Template page.

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Change colors

From the menu bar, select Tools, Grid Color.
Click the appropriate Text Color or Grid Color button in the Even Grid Lines or Odd Grid Lines sections.

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