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Expense Management Data Setup Guide

This document describes the data setup options for the Expense Management system, now split into two categories per issue #10.

Data Categories

1. Setup Data (Realistic Defaults)

Comprehensive defaults suitable for any US customer in production.

2. Demo Data (Sample Transactions)

Example transactions for demonstration and testing purposes.

Overview

The Expense Management system now provides flexible data creation options:

The demo data includes realistic sample records across all expense management tables, designed to showcase the full functionality of the system.

Setup Data Contents (Realistic Defaults)

Expense Groups (6 records)

  • TRAVEL - Travel Related Expenses
  • OFFICE - Office Supplies and Equipment
  • MEALS - Meals and Entertainment
  • TRAINING - Training and Development
  • TELECOM - Telecommunications
  • VEHICLE - Vehicle and Transportation

Expense Categories (17 records)

Comprehensive list covering typical US business expenses:

  • Travel: Airfare, Hotel, Rental Car, Taxi, Parking
  • Meals: Business Meals, Entertainment
  • Office: Office Supplies, Software, Postage
  • Training: Training/Conferences, Books, Professional Memberships
  • Telecom: Phone, Internet
  • Vehicle: Mileage, Gas, Tolls

Payment Methods (6 records)

Standard US business payment methods:

  • PERSONAL - Personal Payment (Reimbursable)
  • CORP-CARD - Corporate Credit Card
  • CASH - Cash Payment
  • CHECK - Company Check
  • DEBIT-CARD - Corporate Debit Card
  • PETTY-CASH - Petty Cash

Expense Policies (6 records)

Based on realistic US business practices:

  1. Daily meal allowance ($60 GSA rate)
  2. High-cost city meal allowance ($85 for NYC)
  3. Hotel receipt requirements
  4. Airfare approval threshold ($500)
  5. Entertainment receipt requirements ($25+)
  6. IRS standard mileage rate ($0.67/mile)

Expense Locations (12 records)

Major US cities plus common international destinations:

  • US Cities: NYC, Chicago, LA, Atlanta, Seattle, Dallas, Boston, Miami, Denver, Las Vegas
  • International: London UK, Toronto Canada

Demo Data Contents (Sample Transactions)

Employees (5 records)

  • EMP001 - John Smith (USD, MAIN legal entity)
  • EMP002 - Sarah Johnson (USD, MAIN legal entity)
  • EMP003 - Michael Brown (EUR, EU legal entity)
  • EMP004 - Emily Davis (USD, MAIN legal entity)
  • EMP005 - David Wilson (GBP, UK legal entity)

Expense Categories (6 records)

  • AIRFARE - Airfare and Flight Tickets (Travel group, refundable)
  • HOTEL - Hotel Accommodation (Travel group, refundable)
  • MEALS - Business Meals (Meals group, refundable)
  • TAXI - Taxi and Rideshare (Travel group, refundable)
  • OFFICE - Office Supplies (Office group, non-refundable)
  • TRAINING - Training and Conferences (Training group, refundable)

Expense Subcategories (5 records)

  • DOMESTIC - Domestic Flights (under AIRFARE)
  • INTL - International Flights (under AIRFARE)
  • BREAKFAST - Breakfast (under MEALS)
  • LUNCH - Lunch (under MEALS)
  • DINNER - Dinner (under MEALS)

Expense Groups (4 records)

  • TRAVEL - Travel Related Expenses
  • OFFICE - Office Supplies and Equipment
  • MEALS - Meals and Entertainment
  • TRAINING - Training and Development

Payment Methods (4 records)

  • CORP-CARD - Corporate Credit Card (company paid)
  • PERSONAL - Personal Payment (reimbursable)
  • CASH - Cash Payment (reimbursable)
  • CHECK - Company Check (company paid)

Expense Locations (5 records)

  • NYC - New York City, NY (US)
  • LON - London, UK (GB)
  • PAR - Paris, France (FR)
  • CHI - Chicago, IL (US)
  • BER - Berlin, Germany (DE)

Expense Reports (4 records)

  1. EXP-2025-001 - John Smith's client meeting in NYC ($1,250.00, Submitted)
  2. EXP-2025-002 - Sarah Johnson's training in Chicago ($980.50, Approved)
  3. EXP-2025-003 - Michael Brown's sales meeting in London (£875.25, Draft)
  4. EXP-2025-004 - Emily Davis's office supplies ($125.75, Submitted)

Expense Report Lines (6 records)

  • Airfare, hotel, meals, training, taxi, and office supplies
  • Various amounts, tax calculations, and statuses
  • Proper category assignments and location codes

Supporting Data

  • Receipts: 3 sample receipt records with file names and URIs
  • Comments: 3 expense comments from different employees
  • Policies: 3 expense policies with daily limits and requirements
  • Itemizations: Detailed breakdown for business dinner
  • Participants: Meeting attendees for business meals
  • Per Diem: Sample per diem calculations

How to Use the Data Setup

Creating Setup Data Only (Production Ready)

  1. Open Expense Management Menu
  2. Navigate to Setup & Configuration → Demo Data Setup
  3. Click "Create Setup Data Only"
  4. This creates realistic defaults without sample transactions

Creating Demo Data Only (For Testing)

  1. Follow steps 1-2 above
  2. Click "Create Demo Data Only"
  3. This creates sample employees and expense reports (requires setup data)

Creating All Data (Complete Demo)

  1. Follow steps 1-2 above
  2. Click "Create All Data (Setup + Demo)"
  3. This creates both realistic setup data and sample transactions

Clearing Demo Data

  1. Use "Clear Demo Data" to remove all created data
  2. This clears both setup and demo data
  3. Navigate to Expense Management → Policy & Setup → Demo Data Setup
  4. Click "Create Demo Data" button
  5. Confirm the action to populate all tables
  6. Review the data summary showing record counts

Clearing Demo Data

  1. Open the Demo Data Setup page
  2. Click "Clear Demo Data" button
  3. Confirm to delete all demo records

Testing Scenarios

Scenario 1: Travel Expense Report

  • Use employee EMP001 (John Smith)
  • Review report EXP-2025-001 with multiple expense types
  • Check attached receipts and comments
  • View itemized business dinner with participants

Scenario 2: Training Expenses

  • Use employee EMP002 (Sarah Johnson)
  • Review approved training report EXP-2025-002
  • See corporate card payment method usage

Scenario 3: International Expenses

  • Use employee EMP003 (Michael Brown)
  • Review draft report EXP-2025-003 in GBP currency
  • Test different legal entity and currency handling

Scenario 4: Simple Office Expenses

  • Use employee EMP004 (Emily Davis)
  • Review small office supplies report EXP-2025-004
  • Test cash payment method

Navigation

Use the Expense Management Menu (page 50198) to easily navigate between all components:

Main Sections

  • Expense Reports: Create and manage expense reports
  • Master Data: Manage employees, categories, locations, etc.
  • Policy & Setup: Configure policies, posting groups, and settings
  • Per Diem: Manage per diem expenses
  • Analysis & Reports: View receipts, comments, and detailed analysis

Quick Actions

  • Create new expense reports
  • Add new employees or categories
  • Access demo data setup

Data Relationships

The demo data maintains proper referential integrity:

  • Expense reports link to valid employees
  • Report lines reference valid categories and locations
  • Receipts attach to specific expense lines
  • Comments associate with reports and lines
  • Policies apply to specific categories and locations
  • Itemizations break down complex expenses
  • Participants track attendees for business expenses

Best Practices Demonstrated

  1. Currency Handling: Multiple currencies (USD, EUR, GBP)
  2. Legal Entities: Different organizational structures
  3. Receipt Management: Attached receipts with file references
  4. Policy Compliance: Daily limits and receipt requirements
  5. Approval Workflow: Various status levels (Draft, Submitted, Approved)
  6. Tax Calculations: Proper tax amount tracking
  7. Reimbursement Logic: Company-paid vs. reimbursable expenses

This demo data provides a comprehensive foundation for testing and demonstrating all aspects of the Expense Management system.