Lawson Insight Technical Documentation

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EEEXPENSE


                             EEEXPENSE FILE

                            Employee Expense

The Employee Expense file contains employee expense records, including cash
paybacks, created in the Lawson Employee Expense system.

REFERENCED BY

AM115     AM15.1    AM15.2    AM15.3    AM15.4    AM20.1
AM20.3    AM21.1    AM21.3    AM500     AM51.1    AM551
AM97.1    AP125     AP126     AP131     AP150     AP155
AP160     AP161     AP175     AP20.1    AP20.2    AP20.3
AP20.4    AP20.5    AP20.7    AP23.1    AP230     AP240
AP245     AP25.1    AP25.2    AP250     AP26.1    AP27.1
AP30.4    AP32.1    AP520     API1.1    API2.1    API3.1
API4.1    AR48.3    EE175     EE220     EE275     EE30.1
EE90.2    EEI1.1    IC28.1    IC840     MA180     MA41.2
MA41.7    MA43.1    MA43.2    MA43.3    MA43.9    MA530
MA531     MA540     MA60.2    MA60.3    MA60.5    MA61.1
MA66.2    MA66.3    MA67.1    MA67.2    MA70.1    MA75.1
MA80.1    MAI1.1    PO100     PO101     PO122     PO131
PO20.1    PO21.1    PO21.2    PO21.3    PO21.4    PO21.5
PO22.1    PO23.1    PO25.1    PO25.5    PO25.6    PO25.7
PO27.2    PO29.1    PO30.1    PO30.2    PO30.3    PO300
PO31.1    PO31.2    PO32.2    PO33.1    PO34.1    PO35.1
PO36.1    PO36.2    PO38.1    PO39.1    PO39.2    PO44.1
PO50.1    PO52.1    PO520     PO536     POI3.1    POII.1
POIJ.1    PR05.1    PR05.3    PR226     PR247     PR26.1
PR47.1    PR514     UK47.1    RQ10.1    RQ10.2    RQ10.3
RQIE.1    WH20.2    WH20.7    AP55.1    EE230     EE235

UPDATED BY

AP300     AP305     EE135     EE20.2    EE20.3    EE20.4
EE35.1    EE35.2    EE520

FIELD NAME             DESCRIPTION/VALID VALUES                  UPDATED BY

EXP-COMPANY            Numeric 4                                 EE20.2  EE20.4
Element: Company       The company number. Must be a valid       EE520
                       record in the Accounts Payable Company
                       file.

EXP-VENDOR             Alpha 9  (Right Justified)                EE20.2  EE20.4
Element: Employee      The employee number. Must be a valid      EE520
                       vendor record in the Accounts Payable
                       Vendor file.

EXP-EXPENSE-NBR        Alpha 10                                  EE20.2  EE20.4
Element: Expense NumberA unique number assigned to the           EE520
                       employee expense.

EXP-EXPENSE-TYPE       Alpha 1                                   EE20.2  EE20.4
Element: Expense Type  Identifies the type of employee           EE520
                       expense. Valid values are:

                       E = Expense.
                       P = Cash Payback.

EXP-DESCRIPTION        Alpha 30  (Lower Case)                    EE20.2  EE20.4
Element: Description   The description assigned to the           EE520
                       employee expense report.

EXP-REC-STATUS         Numeric 1                                 EE135   EE20.2
Element: Record Status The record status of the expense. Valid   EE20.4  EE35.1
                       values are:                               EE35.2  EE520

                       0 = Unreleased.
                       1 = Released.
                       9 = Posted by EE175 (for company-paid
                       expenses only).

EXP-APPROVAL-CODE      Alpha 3                                   EE20.2  EE20.4
Element: Authority CodeThe approval code assigned to the         EE35.2  EE520
                       employee expense. Used for approving
                       advances and expenses before they can be
                       released to the Accounts Payable system.
                       Must be a valid record in the Approval
                       Code file.

EXP-EXPENSE-DATE       Numeric 8  (yyyymmdd)                     EE20.2  EE20.4
Element: Date          The date the expense was incurred.        EE520

EXP-DUE-DATE           Numeric 8  (yyyymmdd)                     EE20.2  EE20.4
Element: Date          This field is not used.                   EE520

EXP-DISTRIB-DATE       Numeric 8  (yyyymmdd)                     EE20.2  EE20.4
Element: Post Date     The date used for posting expense         EE520
                       distributions to the general ledger.

EXP-TRAN-EXP-AMT       Signed 15.2                               EE20.2  EE20.4
Transaction Expense    The total amount the employee expense.    EE520
Amount                 Includes both company-paid and
                       employee-paid expenses. Must be entered
                       in company base currency. This field
                       contains the same value as the Base
                       Currency Expense Amount field.

EXP-TRAN-ND            Numeric 1                                 EE20.2  EE20.4
Account Currency       The number of decimal positions defined   EE520
Code                   for the currency of the expense.

EXP-BASE-EXP-AMT       Signed 15.2                               EE20.2  EE20.4
Base Currency          The amount of the employee expense in     EE520
Expense Amount         the company base currency.

EXP-BASE-TAX-AMT       Signed 15.2                               EE20.2  EE520
Base Currency Tax      The total tax amount of the expense in
Amount                 the company base currency.

EXP-BASE-EMP-PAID      Signed 15.2                               EE20.2  EE20.4
Base Curr Employee     The total employee-paid amount of the     EE520
Paid Amount            expense in the company base currency.

EXP-PROC-LEVEL         Alpha 5                                   EE20.2  EE20.4
Element: Process Level The process level assigned to the         EE520
                       employee expense. Must be a valid record
                       in the Accounts Payable Process Level
                       file.

EXP-DEF-ACCT-UNIT      Alpha 15                                  EE20.2  EE20.4
Element: Accounting UniThe default general ledger accounting     EE520
                       unit assigned to the employee expense.
                       Defaults on all distributions entered
                       for the expense.

EXP-ACTIVITY           Alpha 15                                  EE20.2  EE20.4
Element: Activity      The default activity assigned to the      EE520
                       expense. Defaults on detail lines
                       entered for the expense. Must be a valid
                       record in the Lawson Activity Management
                       system.

EXP-BILLABLE           Alpha 1                                   EE20.2  EE20.4
Element: Billable IndicIndicates whether the expense is          EE520
                       billable to a third party. Used for
                       informational purposes only. Valid
                       values are:

                       N = No.
                       Y = Yes.

EXP-CASH-CODE          Alpha 4                                   EE20.2  EE20.4
Accounts Receivable    The cash code assigned to the employee    EE520
Code                   expense. Represents the bank account the
                       expense is paid from. Must be a valid
                       record in the Cash Code file.

EXP-ACCR-CODE          Alpha 4                                   EE20.2  EE20.4
Element: Invoice AccruaThe invoice accrual code assigned to      EE520
                       the employee expense. Used to default a
                       general ledger accrual account to the
                       expense. Must be a valid record in the
                       Invoice Accrual Code file.

EXP-HLD-CODE           Alpha 4                                   EE20.2  EE20.4
Accounts Receivable    The hold code assigned to the employee    EE35.2  EE520
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.

EXP-HOLD-TYPE          Alpha 1                                   EE20.2  EE20.4
Element: Hold Type     Indicates the type of invoice hold code   EE35.2  EE520
                       assigned to the employee expense. 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.

EXP-REL-FOR-PMT        Alpha 1                                   EE20.2  EE20.4
Element: All Flag      Indicates whether the expense can be      EE35.2  EE520
                       released to Accounts Payable. Valid
                       values are:

                       Y = Yes.
                       N = No.

EXP-REFERENCE          Alpha 10  (Lower Case)                    EE20.2  EE20.4
Element: Requester     The default reference assigned to the     EE520
                       employee expense. Defaults on
                       distributions entered for the expense.

EXP-DIST-DESCRIPT      Alpha 30  (Lower Case)                    EE20.2  EE20.4
Distribution           The default description assigned to the   EE520
Description            expense. Defaults on distributions
                       entered for the expense.

EXP-DIST-COMPANY       Numeric 4                                 EE20.2  EE20.4
Element: Posting CompanThe company the expense will be posted    EE520
                       to. Must be a valid record in the
                       General Ledger Company file.

EXP-CURRENCY-CODE      Alpha 5                                   EE20.2  EE20.4
Element: Currency Code This field contains the company base      EE520
                       currency code established in Company
                       (GL10.1 ).

EXP-DEF-CNV-RATE       Percent 14.6  (Percent)                   EE20.2  EE20.4
Default Exchange       The exchange rate used to convert the     EE520
Rate                   transaction expense amount to the
                       company base currency.

EXP-CURR-EFF-DATE      Numeric 8  (yyyymmdd)                     EE20.2  EE20.4
Element: Date          The effective date for the currency       EE520
                       exchange rate.

EXP-TRANS-NBR          Alpha 10  (Right Justified)               EE20.2
Element: Expense NumberThe payment number assigned to the
                       employee expense if paid with a manual
                       payment. This field is zero for an
                       expense payment issued with a system
                       payment in Accounts Payable.

EXP-BANK-INST-CODE     Alpha 3                                   EE20.2  EE20.4
Cash Payment           The payment code assigned to the          EE520
Transaction Code       employee expense. Represents a type of
                       cash payment. Must be a valid cash
                       payment type transaction code record in
                       the Bank Transaction Code file.

EXP-CHECK-DATE         Numeric 8  (yyyymmdd)                     EE20.2
Element: Date          The date assigned to the manual
                       payment. This date is assigned to
                       general ledger transactions created for
                       the payment.

EXP-CHECK-AMT          Signed 15.2                               EE20.2
Element: Adj Amt       The manual payment amount issued for
                       the employee expense. Defaults the
                       company base currency employee-paid
                       expense amount.

EXP-CROSS-REF          Alpha 10                                  EE20.2  EE20.4
Element: Cross ReferencThe cross reference value assigned to     EE520
                       the employee expense.

EXP-LAST-DIST-SEQ      Numeric 4                                 EE20.3  EE20.4
Element: Sequence NumbeA system-assigned number used to track    EE520
                       the last distribution entered for the
                       employee expense.

EXP-BASE-DIST-TOT      Signed 15.2                               EE20.3  EE20.4
Base Curr              The total expense distribution amount     EE520
Distribution Amount    entered for the employee expense. This
                       amount is in the company base currency.

EXP-BASE-EMP-TOT       Signed 15.2                               EE20.3  EE20.4
Base Curr Employee     The total employee-paid expense amount    EE520
Paid Amount            in the company base currency.

EXP-BASE-TAX-TOT       Signed 15.2                               EE20.3  EE20.4
Base Currency Tax      The total tax amount for the employee     EE520
Amount                 expense in the company base currency.

EXP-TRANS-IDENT        Numeric 10                                EE20.2  EE520
Element: Transaction IDA unique system-generated
                       identification value assigned to the
                       transaction to make this record unique.

EXP-INVOICE-GROUP      Alpha 4                                   EE20.2  EE20.4
Element: Invoice Group The user-defined invoice group assigned   EE520
                       to the employee expense. AP150 (Cash
                       Requirements) has an option to select
                       all transactions assigned the same
                       invoice group.

EXP-ACCT-CATEGORY      Alpha 5                                   EE20.2  EE20.4
Element: Account CategoThe default account category assigned     EE520
                       to the employee expense. Defaults on
                       detail lines entered for the expense.
                       Must be a valid record in the Lawson
                       Activity Management system.

EXP-APPROVED-FLAG      Alpha 1                                   EE20.2  EE20.4
Element: Approved      Indicates whether the expense is          EE520
                       approved for payment. Valid values are:

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

EXP-REMIT-TO-CODE      Alpha 4                                   EE20.2  EE20.4
Purchase From          The remit to location assigned to the     EE520
Location Code          expense. Represents an alternate
                       remittance address for the employee.
                       Must be a valid record in the Vendor
                       Location file.

EXP-JRNL-BOOK-NBR      Alpha 12                                  EE20.2  EE20.4
Element: Journal Book  The journal book assigned to the          EE520
                       transaction.

EXP-PAY-GROUP          Alpha 4                                   EE20.2  EE20.4
Element: Pay Group     The pay group associated with the         EE520
                       expense. Must be a valid record in the
                       Pay Group file.

EXP-CREATE-DATE        Numeric 8  (yyyymmdd)                     EE20.2  EE20.3
Element: Date                                                    EE20.4  EE520

EXP-OUT-BAL-DIST       Derived
Out of Balance         Indicates that distributions for the
Distributions          employee expense are out of balance.

EXP-OUT-BAL-EMP        Derived
Out of Balance         Indicates that employee-paid
Employee Dist          distributions for the expense are out of
                       balance.

EXP-OUT-BAL-TAX        Derived
Element: Out of BalanceIndicates that tax distributions for
                       the employee expense are out of balance.

EXP-AP-STATUS          Derived
Element: AP Record StatThe record status of the employee
                       expense in the Lawson Accounts Payable
                       system. Valid values are:

                       1 = Released.
                       9 = Historical.
                       Blank. Not released to Accounts Payable.

EXP-CB-CHECK-DATE      Derived
Element: Cb Check Date

EXP-JBK-SEQ-NBR        Numeric 10                                EE20.2  EE520
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).

                         EEEXPENSE FILE INDEX

NAME      KEY FIELDS    DESCRIPTION / SUBSET CONDITION           USED IN

EXPSET1   COMPANY       This index is used to access employee    AM115   AM15.1
          VENDOR        expense records for a specific employee  AM15.2  AM15.3
          EXPENSE-NBR   and company.                             AM15.4  AM20.1
                                                                 AM20.3  AM21.1
                                                                 AM21.3  AM500
                                                                 AM51.1  AM551
                                                                 AM97.1  AP125
                                                                 AP126   AP131
                                                                 AP150   AP155
                                                                 AP160   AP161
                                                                 AP175   AP20.1
                                                                 AP20.2  AP20.3
                                                                 AP20.4  AP20.5
                                                                 AP20.7  AP23.1
                                                                 AP230   AP240
                                                                 ...

EXPSET2   COMPANY       This index is used to access unreleased  AP55.1  EE20.2
          REC-STATUS    expense records for an employee.         EE20.3  EE20.4
          VENDOR        KeyChange                                EE230
          EXPENSE-NBR
          EXPENSE-TYPE

EXPSET3   COMPANY       This index is used to access unreleased  EE135   EE220
          APPROVAL-CODE employee expense records for a specific  EE235   EE35.2
          VENDOR        approval code.
          EXPENSE-NBR   KeyChange, Subset
                        Where (REC-STATUS = Zeroes )

                         EEEXPENSE FILE RELATIONS

ONE TO ONE RELATIONS


RELATION       RELATED
 NAME           FILE        INTEGRITY RULES / FIELD MATCH

Apcompany      APCOMPANY    Required

                            EXP-COMPANY           -> CPY-COMPANY

Apinvoice      APINVOICE    Not Required

                            EXP-COMPANY           -> API-COMPANY
                            EXP-VENDOR            -> API-VENDOR
                            EXP-EXPENSE-NBR       -> API-INVOICE
                            Zeroes                -> API-SUFFIX
                            Zeroes                -> API-CANCEL-SEQ

Appayment      APPAYMENT    Not Required

                            EXP-COMPANY           -> APP-COMPANY
                            EXP-VENDOR            -> APP-VENDOR
                            EXP-EXPENSE-NBR       -> APP-INVOICE
                            Zeroes                -> APP-SUFFIX
                            Zeroes                -> APP-CANCEL-SEQ
                            1                     -> APP-SEQ-NBR
                            Zeroes                -> APP-VOID-SEQ

Apvenmast      APVENMAST    Required

                            CPY-VENDOR-GROUP      -> VEN-VENDOR-GROUP
                            EXP-VENDOR            -> VEN-VENDOR

Cbcashform     CBCASHFORM   Required

                            APP-CASH-CODE         -> CCF-CASH-CODE
                            APP-BANK-INST-CODE    -> CCF-BANK-INST-CODE
                            APP-PROC-GRP          -> CCF-PROC-GRP

Cbcheck        CBCHECK      Not Required

                            APP-CASH-CODE         -> CHK-CASH-CODE
                            APP-BANK-INST-CODE    -> CHK-BANK-INST-CODE
                            APP-TRANS-IDENT       -> CHK-TRANS-IDENT

Eeapproval     EEAPPROVAL   Not Required

                            EXP-COMPANY           -> EAP-COMPANY
                            EXP-APPROVAL-CODE     -> EAP-APPROVAL-CODE

Glsystem       GLSYSTEM     Required

                            EXP-COMPANY           -> GLS-COMPANY

                         EEEXPENSE FILE RELATIONS

ONE TO MANY RELATIONS


RELATION       RELATED
 NAME           FILE        INTEGRITY RULES / FIELD MATCH

Eeadvance      EEADVANCE

                            EXP-COMPANY           -> EEA-COMPANY
                            EXP-VENDOR            -> EEA-VENDOR
                                                     EEA-ADVANCE-NBR

Eedistrib      EEDISTRIB    Delete Cascades

                            EXP-COMPANY           -> EED-COMPANY
                            EXP-VENDOR            -> EED-VENDOR
                            EXP-EXPENSE-NBR       -> EED-EXPENSE-NBR
                                                     EED-SEQ-NBR

Eematching     EEMATCHING

                            EXP-COMPANY           -> EEM-COMPANY
                            EXP-VENDOR            -> EEM-VENDOR
                            EXP-EXPENSE-NBR       -> EEM-EXPENSE-NBR
                                                     EEM-ADVANCE-NBR