Lawson Insight Technical Documentation

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EECEXPENSE


                            EECEXPENSE FILE

                           Expense Interface

The Expense Interface file is used by the Expense Interface program to
interface employee expense records from a desktop application or a non-Lawson
system to the Lawson Employee Expense system. When you run EE520 (Expense
Interface), the system reads records in this file for interface into the
Employee Expense file and, for released status expenses, into the Accounts
Payable Invoice file.

When the Expense Interface file records are successfully interfaced, they are
purged from this file. You can use EE52.1 (Expense Update) to add records to
this file or maintain records already loaded into this file before interfacing
the records.

Expense records with an open status must have one or more corresponding
records in the Expense Distribution Interface file.

UPDATED BY

EE52.1    EE52.2    EE520

FIELD NAME             DESCRIPTION/VALID VALUES                  UPDATED BY

CVE-COMPANY            Numeric 4                                 EE52.1
Element: Company       Required. The company number. Must be a
                       valid record in the Accounts Payable
                       Company file.

CVE-VENDOR             Alpha 9  (Right Justified)                EE52.1
Element: Employee      Required. The employee number. Must be
                       a valid record in the Accounts Payable
                       Vendor file.

CVE-EXPENSE-NBR        Alpha 10                                  EE52.1
Element: Expense NumberRequired. The expense report number.

CVE-EXPENSE-TYPE       Alpha 1                                   EE52.1
Element: Expense Type  Required. Identifies the type of
                       expense. Valid values are:

                       E = Expense.
                       P = Cash Payback.

CVE-DESCRIPTION        Alpha 30  (Lower Case)                    EE52.1
Element: Description   The description assigned to the
                       employee expense report.

CVE-REC-STATUS         Numeric 1                                 EE52.1
Element: Record Status Required. The record status of the
                       expense. Valid values are:

                       0 = Unreleased. Not available for
                       matching or payment.

                       1 = Open. Available for payment.

CVE-POSTING-STATUS     Numeric 1                                 EE52.1  EE52.2
Expense Report         Required. The posting status of
Posting Status         associated expense report distributions.
                       Valid values are:

                       0 = Unreleased. Distributions not
                       available for posting.

                       1 = Unposted. Distributions available
                       for posting.

                       9 = Posted. Distributions posted to the
                       general ledger.

                       Note: If the expense status is
                       Unreleased, the distribution posting
                       status must be Unreleased. If the
                       expense status is Open, the distribution
                       posting status must be Unposted or
                       Posted.

CVE-APPROVAL-CODE      Alpha 3                                   EE52.1
Element: Authority CodeThe approval code assigned to the
                       employee expense. Used for approving
                       expenses to be released to the Accounts
                       Payable system. Must be a valid record
                       in the Approval Code file.

CVE-EXPENSE-DATE       Numeric 8  (yyyymmdd)                     EE52.1
Element: Date          Required. The date the expense was
                       incurred. Used when updating the
                       employee's purchase balance.

CVE-DUE-DATE           Numeric 8  (yyyymmdd)                     EE52.1
Element: Date          Required. The due date of the employee
                       expense.

CVE-DISTRIB-DATE       Numeric 8  (yyyymmdd)                     EE52.1
Element: Post Date     The date used for posting the expense
                       report distributions to the general
                       ledger. If left blank, the expense date
                       defaults.

CVE-TRAN-EXP-AMT       Signed 15.2                               EE52.1
Element: Adj Amt       Required. The total amount of the
                       employee expense. Includes both
                       company-paid and employee-paid expenses.
                       Must be entered in company currency.
                       This field contains the same value as
                       the Base Currency Expense Amount field.

CVE-BASE-EXP-AMT       Signed 15.2                               EE52.1
Element: Adj Amt       The amount of the employee expense in
                       the company base currency. Includes both
                       company-paid and employee-paid expenses.

CVE-BASE-TAX-AMT       Signed 15.2                               EE52.1
Element: Adj Amt       The total tax amount of the expense in
                       the company base currency.

CVE-BASE-EMP-PAID      Signed 15.2                               EE52.1
Element: Current Cash  The total employee-paid amount of the
                       expense in the company base currency.

CVE-PROC-LEVEL         Alpha 5                                   EE52.1
Element: Process Level The process level assigned to the
                       employee expense. Must be a valid record
                       in the Accounts Payable Process Level
                       file. This field is required if the
                       company does not have a default process
                       level assigned.

CVE-DEF-ACCT-UNIT      Alpha 15                                  EE52.1
Element: Accounting UniRequired. The default general ledger
                       accounting unit assigned to the employee
                       expense. Defaults on all expense
                       distributions that do not have an
                       accounting unit assigned.

CVE-ACTIVITY           Alpha 15                                  EE52.1
Element: Activity      The default activity assigned to the
                       expense. Defaults on detail lines
                       entered for the expense. Must be a valid
                       record in the Lawson Activity Management
                       system.

CVE-ACCT-CATEGORY      Alpha 5                                   EE52.1
Element: Account CategoThe default account category assigned
                       to the expense. Defaults on detail lines
                       entered for the expense. Must be a valid
                       record in the Lawson Activity Management
                       system.

CVE-CASH-CODE          Alpha 4                                   EE52.1
Accounts Receivable    The cash code assigned to the employee
Code                   expense. Represents the bank account the
                       expense is to be paid from. Must be a
                       valid record in the Cash Code file.

CVE-ACCR-CODE          Alpha 4                                   EE52.1
Element: Invoice AccruaThe invoice accrual code assigned to
                       the employee expense. Used to default a
                       general ledger invoice accrual account
                       to the expense. Must be a valid record
                       in the Invoice Accrual Code file. If
                       left blank, the invoice accrual code
                       assigned to the employee, if assigned,
                       the process level, or the company
                       defaults.

CVE-HLD-CODE           Alpha 4                                   EE52.1
Accounts Receivable    The hold code assigned to the employee
Code                   expense, if assigned. Used to prevent
                       the expense from being scheduled for
                       payment in the Lawson Accounts Payable
                       system. Must be a valid invoice hold
                       code record in the Hold Code file.

CVE-HOLD-TYPE          Alpha 1
Element: Hold Type     Indicates the type of invoice hold code
                       assigned to the employee expense, if
                       assigned. Valid values are:

                       T = Temporary. Upon release to Accounts
                       Payable, the expense will be held for
                       only one payment cycle. AP170 (Payment
                       Closing) removes the hold code from the
                       expense record.

                       P = Permanent. Upon release to Accounts
                       Payable, the expense will be held until
                       you remove the hold code from the
                       expense record.

                       Blank. A hold code is not assigned to
                       the employee expense.

CVE-REL-FOR-PMT        Alpha 1                                   EE52.1
Element: All Flag      Indicates whether the expense can be
                       released to Accounts Payable. Valid
                       values are:

                       Y = Yes. Default value.
                       N = No.

CVE-REFERENCE          Alpha 10  (Lower Case)
Element: Requester     The default reference assigned to the
                       employee expense. Defaults on
                       distributions entered for the expense.

CVE-DIST-DESCRIPT      Alpha 30  (Lower Case)
Element: Description   The default description assigned to the
                       expense. Defaults on distributions
                       entered for the expense.

CVE-DIST-COMPANY       Numeric 4
Element: Posting CompanThe company the expense will be posted
                       to. Must be a valid general ledger
                       company record and a valid intercompany
                       relationship must be defined in the
                       Lawson General Ledger system.

CVE-DEF-TRAN-CURR      Alpha 5                                   EE52.1
To Company Base        The default currency assigned to the
Currency               expense. Defaults on distributions
                       entered for the expense. Must be a valid
                       record in the Lawson Currency system.

CVE-DEF-CNV-RATE       Percent 14.6  (Percent)                   EE52.1
Default Exchange       The default exchange rate for the
Rate                   employee expense. Defaults on
                       distributions entered for the expense.
                       If left blank and a Default Currency is
                       defined, the rate defined for the
                       relationship defaults.

CVE-CURR-EFF-DATE      Numeric 8  (yyyymmdd)                     EE52.1
Element: Date          The effective date of the exchange
                       rate, if entered. If left blank, the
                       expense date defaults.

CVE-TRANS-NBR          Alpha 10  (Right Justified)               EE52.1
Element: Payment NumberThe payment number assigned to the
                       employee expense if paid with a manual
                       payment. This field is not used.

CVE-BANK-INST-CODE     Alpha 3                                   EE52.1
Cash Payment           The payment code assigned to the
Transaction Code       employee expense. If left blank, the
                       payment code assigned to the employee,
                       vendor class, or pay group defaults.

CVE-CHECK-DATE         Numeric 8  (yyyymmdd)                     EE52.1
Element: Date          The date assigned to the manual
                       payment. This field is not used.

CVE-CHECK-AMT          Signed 15.2                               EE52.1
Element: Adj Amt       The manual payment amount issued for
                       the employee expense. This field is not
                       used.

CVE-CROSS-REF          Alpha 10                                  EE52.1
Element: Cross ReferencThe user-defined cross reference value
                       assigned to the expense.

CVE-TRANS-IDENT        Numeric 10
Element: Transaction IDA unique system-generated
                       identification value assigned to the
                       transaction to make this record unique.

CVE-REMIT-TO-CODE      Alpha 4                                   EE52.1
Purchase From          The remit to location assigned to the
Location Code          expense. Represents an alternate
                       remittance address for the employee.
                       Must be a valid record in the Vendor
                       Location file.

CVE-INVOICE-GROUP      Alpha 4                                   EE52.1
Element: Invoice Group The user-defined invoice group assigned
                       to the expense. AP150 (Cash
                       Requirements) has an option to select
                       all transactions assigned the same
                       invoice group. If blank, the invoice
                       group defaults from the employee, if
                       assigned.

CVE-APPROVED-FLAG      Alpha 1
Element: Approved      Indicates whether the expense is
                       approved for payment. Valid values are:

                       Y = Yes. Default value.
                       N = No.
                       D = Disapproved.

CVE-JRNL-BOOK-NBR      Alpha 12                                  EE52.1
Element: Journal Book  The journal book assigned to the
                       transaction.

CVE-ADVANCE-NBR        Alpha 10                                  EE52.1
Element: Advance NumberIf an employee advance was issued for
                       the expense report, and the company has
                       Matching selected in the Employee
                       Expense Reconciliation field, you can
                       type the advance number in this field to
                       apply the full expense amount to the
                       advance. Entry in this field creates a
                       record in the Advance-Expense Matching
                       file.

CVE-SEGMENT-BLOCK      Alpha 103                                 EE52.1
Element: User Analysis This field identifies the user analysis
                       values included in the transaction.

                       You can either type up to four values
                       or use Define (F6) to open the User
                       Analysis Entry subform. Use this subform
                       to select the user analysis values you
                       want to include in the transaction. If
                       you choose to type values, use commas to
                       separate them. For example:
                       value1,value2,value3,value4

                       There are three conditions that affect
                       how you can select user analysis values.
                       See the User Analysis Entry form help or
                       the Strategic Ledger procedures manual
                       for additional information.

CVE-JBK-SEQ-NBR        Numeric 10                                EE52.1
Journal Book           The journal book sequence number
Sequence Number        assigned to a journal book transaction
                       when it is added or interfaced to the
                       Lawson system. Used only when  Auto
                       Journal Book Seq Nbr is set to Yes in
                       GL10.1 (Company).

                         EECEXPENSE FILE INDEX

NAME      KEY FIELDS    DESCRIPTION / SUBSET CONDITION           USED IN

CVESET1   COMPANY       This index is used to access employee    EE52.1  EE52.2
          VENDOR        expense records for a specific employee  EE520
          EXPENSE-NBR   and company.