SAE Specs

Chapter 9: Standard Accounting Extract
Table of Contents Standard Accounting Extract

Chapter 9: Standard Accounting Extract.................................................... 9-1 File Header .............................................................................................. 9-2 Detailed Transactions................................................................................ 9-2 Batch Data ......................................................................................... 9-2 Employee Data.................................................................................... 9-3 Report Data ........................................................................................ 9-5 Report Entry Data...............................................................................9-10 Credit Card Data ................................................................................9-18 Entry Location Data ............................................................................9-22 Journal Entry Data ..............................................................................9-23 Car Mileage Data ................................................................................9-24 Cash Advance Data.............................................................................9-25 Allocation Data...................................................................................9-26 Travel Allowance Data .........................................................................9-29 VAT Tax Data.....................................................................................9-31 Assigned Travel Request Data ..............................................................9-32 Future Use Section .............................................................................9-33
Expense Reports Import and Extract Specifications

Concur Expense, Last Updated (no changes since): Service Update 37 2004 - 2008 Concur Technologies Inc. All rights reserved.
9-i
Revision History for this Chapter

Date Nov. 2008 (SU37) Notes / Comments / Changes Significant change:
Col #16 (CT_EMP_BANK_ACCOUNT.ROUTING_NUMBER)
Field Name = Bank Number
Col #17 (CT_EMP_BANK_ACCOUNT.ACCOUNT_NUMBER)
Field Name = Account Number
Oct. 2008 (SU36)
Significant change:
Col #129
(CT_CREDIT_CARD_TRANSACTION.BILLING_DATE) Field Name = Bill Date
Sep. 2008 (SU35)
Significant change:
Col #170 Col #238
(CT_JOURNAL.RPJ_KEY) Field Name = Journal Key (CT_REPORT_ENTRY_TAX_ALLOC.RECLAIM_CODE) Field Name = Report Entry Tax Allocation Reclaim Code
Aug. 2008 (SU34)
Significant change:
Col #130
(CT_CREDIT_CARD_ACCOUNT.ACCOUNT_NUMBER) Field Name = Billed Credit Card Account Number (CT_CREDIT_CARD_ACCOUNT.NAME_ON_CARD) Field Name = Billed Credit Card Description (CT_CREDIT_CARD_ACCOUNT.ACCOUNT_NUMBER) Field Name = Individual Credit Card Account Number (CT_CREDIT_CARD_ACCOUNT.NAME_ON_CARD) Field Name = Individual Credit Card Description
Col #131
Col #154
Col #155
Jun. 2008 (SU31)
Minor Change:
Col #128
(VIRTUAL_PMT_REIMB_TYPE_FLD.RPT_PMT_REIMB_TY PE): Description = Report Payment Reimbursement Type; Indicates whether Concur Pay reimbursed this journal entry. Concur Pay can refer to reimbursement by Direct Reimbursement or Expense Reimbursement.
Either: 1 = Concur Pay blank = not Concur Pay Oct. 2007 (SU24) New (to this manual) chapter Minor Change:
Col #169 (CT_JOURNAL.
AMOUNT): Description = Clairify that value will be either + (Plus / Debit) or - (Minus / Credit)
9-ii
Date August 28, 2007 (SU23)
Notes / Comments / Changes

Col #74 (TOTAL_EMPLOYEE_ATTENDEE): Description =
Number of attendees that were type Employee or This Employee (count includes both) June 26, 2007 (SU22)
Col #128
(VIRTUAL_PMT_REIMB_TYPE_FLD.RPT_PMT_REIMB_TY PE): 1 = Direct Reimbursement, blank = not Direct Reimbursement
Col #129: Future use

9-iii

This extract is primarily used as the source of data that will ultimately be imported to the client General Ledger or Accounts Payable system. This feed however contains a wide range of data to accommodate a broad range of integration needs. The client will have to create a bridge program in order to capture the required data from these feed and import it to the financial system. The extract file contains the following:
Batch Constants Employee Level Data Report Level Data Entry Level Data Credit Card Data Journal Level Data Car Mileage Data Cash Advance Data Allocation Data Travel Allowance Data Tax Data Assigned Travel Request Data Future Use (Not currently utilized)
All the different data elements are included in each row. This file is delimited by a | (Pipe). The specific data elements in the AP/GL file are listed below.

9-1
File Header
Col # 1 Source (table.column) Constant Description/Format/Source The value "EXTRACT" will be inserted into the first position of the extract. By having a constant in the file header, an extract file is always produced, even if there are no reports ready to be extracted. Batch Date Format: YYYY-MM-DD 3 Record Count Count of the detail records in the file Source: Calculated when file is created 4 Journal Amount Total Total that sums all journal amount columns in the journal rows Format: 0.00 Source: Calculated when file is created 23 10 Max Length 7 Client Field Definition
BatchDate
10
Detailed Transactions
Batch Data
Col # 1 2 Source (table.column) Constant BatchID Description/Format/Source The value "DETAIL" will be inserted into the first position of the extract Batch ID Format: Starts with number 1 and increments sequentially 3 BatchDate Batch Date Format: YYYY-MM-DD 10 Max Length 6 13 Client Field Definition
9-2
Col # 4
Source (table.column) SequenceNumber
Description/Format/Source Line number of each detail row Source: Calculated when file is created
Max Length n/a
Client Field Definition
Employee Data
Col # 5 Source (table.column) CT_EMPLOYEE. EMP_ID Field Name Employee ID Description/Format/Source Employee ID Format: Employee ID often also serves as a vendor ID for AP systems or Payroll ID for Payroll integrations. Employee Last Name Employee First Name Employee Middle Initial Employee Custom 21 Employee Org Unit 1 Employee Org Unit 2 Employee Org Unit 3 Employee Org Unit 4 Employee last name Employee first name Employee middle initial Employee group ID Employee Organization Unit Custom Value 1 Employee Organization Unit Custom Value 2 Employee Organization Unit Custom Value 3 Employee Organization Unit Custom Value 4 32 32 1 48 48 48 48 48 Max Length 48 Client Field Definition
6 7 8 9 10 11 12 13
CT_EMPLOYEE. LAST_NAME CT_EMPLOYEE. FIRST_NAME CT_EMPLOYEE. MI CT_EMPLOYEE. CUSTOM21 CT_EMPLOYEE. ORG_UNIT1 CT_EMPLOYEE. ORG_UNIT2 CT_EMPLOYEE. ORG_UNIT3 CT_EMPLOYEE. ORG_UNIT4

9-3
Col # 14 15 16
Source (table.column) CT_EMPLOYEE. ORG_UNIT5 CT_EMPLOYEE. ORG_UNIT6 CT_EMP_BANK_ACCOU NT.ROUTING_NUMBER CT_EMP_BANK_ACCOU NT.ACCOUNT_NUMBER n/a
Field Name Employee Org Unit 5 Employee Org Unit 6 Bank Number
Description/Format/Source Employee Organization Unit Custom Value 5 Employee Organization Unit Custom Value 6 The ACH bank identification number the employee entered on the Bank Information page The ACH bank account number the employee entered on the Bank Information page Extra column for future additions to the file
Max Length 48 48 48
17
Account Number
48
18
Future Use
48
NOTE: Employee data in the system that describes an individual's accounting information or other organizational data is copied to the report and / or line item level. Therefore, it is not extracted from the employee level. This data is stored in the org unit and custom fields noted below at the report and entry level.
9-4
Report Data
Col # 19 Source (table.column) CT_REPORT. REPORT_ID Field Name Report ID Description/Format/Source Report ID 32 character varchar refer to report custom16 if a smaller numeric unique identifier is required. Format: Alphanumeric string. Guaranteed to be unique. Often used as a voucher number when integrating to AP systems. 20 CT_REPORT. RPT_KEY Report Key Report key on the report unique id generated by the system Format: Alternative to the report ID. Smaller value. Starts with 1 and increments with each expense report 21 22 23 24 CT_LEDGER. LEDGER_CODE CT_CURRENCY. ALPHA_CODE CT_COUNTRY_LANG. NAME CT_REPORT. SUBMIT_DATE Ledger Code Employee Default Currency Alpha Code Report Home Country Name Report Submit Date External accounting system ID Reimbursement currency in ISO alpha format Home country name (localized for ledger language) for this employee Date/Time the employee submitted the report for approval Format: YYYY-MM-DD 25 CT_REPORT. USER_DEFINED_DATE Report User Defined Date Custom date/time specified by user Format: YYYY-MM-DD 10 20 3 64 10 48 Max Length 32 Client Field Definition

9-5
Col # 26
Source (table.column) CT_REPORT. RPT_PAYMENT_ PROCESSING_DATE
Field Name Processing Payment Date
Description/Format/Source The date that the report completed all approvals and was ready to be extracted for payment Format: YYYY-MM-DD
Max Length 10
27 28
CT_REPORT. NAME CT_REPORT. IMAGE_REQUIRED
Report Name Image Required Flag
Report name assigned by employee If "Y", then this report met the criteria to require an image to be sent. Format: Y/N
40 1
29
CT_REPORT. HAS_VAT_ENTRY
Has VAT Entry
If "Y", then this report has at least one expense with vat data Format: Y/N
30
CT_REPORT. HAS_TA_ENTRY
Has TA Entry
If "Y", then this report has at least one expense with travel allowance data Format: Y/N
31
CT_REPORT_VIEW. TOTAL_POSTED_ AMOUNT CT_REPORT_VIEW. TOTAL_APPROVED_ AMOUNT CT_POLICY_LANG. NAME n/a
Report Total Posted Amount Report Total Approved Amount Report Policy Name
Report Total Posted amount Format: [numeric](23, 8) Report Total Approved amount Format: [numeric](23, 8) Report Policy Name Extra column for future additions to the file
23
32
23
33 34
64 48
9-6
Col # 35
Source (table.column) CT_REPORT. ORG_UNIT_1
Field Name Report Org Unit 1
Description/Format/Source Organizational data for this employee. This data is copied from the CT_EMPLOYEE Org Unit Fields. Data is recorded at the report level in case an employee organizational data changes over time, such as a transfer to a difference business unit. Format: The first segment in the fully qualified GL string should use Org Unit 1.
Max Length 48
36
CT_REPORT. ORG_UNIT_2
Report Org Unit 2
Format: The second segment in the fully qualified GL string should use Org Unit 2, except the natural account field; the natural account data is stored in column 113 Format: The third segment (if necessary) in the fully qualified GL string should use Org Unit 3, except the natural account field; the natural account data is stored in column 113 Format: The fourth segment (if necessary) in the fully qualified GL string should use Org Unit 4, except the natural account field; the natural account data is stored in column 113 Format: The fifth segment (if necessary) in the fully qualified GL string should use Org Unit 5, except the natural account field; the natural account data is stored in column 113
48
37
Report Org Unit 3
48
38
Report Org Unit 4
48
39
Report Org Unit 5
48

9-7
Col # 40
Source (table.column) CT_REPORT. ORG_UNIT_6
Field Name Report Org Unit 6
Description/Format/Source Format: The sixth segment (if necessary) in the fully qualified GL string should use Org Unit 6, except the natural account field; the natural account data is stored in column 113 When the custom fields (as opposed to ORG_UNIT fields) are also employed on the employee record for accounting data, these fields are copied to the report level. Data is recorded at the report level for reporting purposes. In the event an employee's organizational data changes over time. This ensures that the point in time accounting data for an expense report is accurate and not changed in the future if employee data is changed. Format: The seventh segment (if necessary) in the fully qualified GL string should use Custom1, except the natural account field; the natural account data is stored in column 113
Max Length 48
41
CT_REPORT. CUSTOM1
Report Custom 1
48
42
CT_REPORT. CUSTOM2
Report Custom 2
Format: The eight segment (if necessary) in the fully qualified GL string should use Custom2, except the natural account field; the natural account data is stored in column 113
48
43 44
CT_REPORT. CUSTOM3 CT_REPORT. CUSTOM4
Report Custom 3 Report Custom 4
48 48
9-8
Col # 45 46 47 48 49 50 51 52 53 54 55 56
Source (table.column) CT_REPORT. CUSTOM5 CT_REPORT. CUSTOM6 CT_REPORT. CUSTOM7 CT_REPORT. CUSTOM8 CT_REPORT. CUSTOM9 CT_REPORT. CUSTOM10 CT_REPORT. CUSTOM11 CT_REPORT. CUSTOM12 CT_REPORT. CUSTOM13 CT_REPORT. CUSTOM14 CT_REPORT. CUSTOM15 CT_REPORT. CUSTOM16
Field Name Report Custom 5 Report Custom 6 Report Custom 7 Report Custom 8 Report Custom 9 Report Custom 10 Report Custom 11 Report Custom 12 Report Custom 13 Report Custom 14 Report Custom 15 Report Custom 16
Description/Format/Source
Max Length 48 48 48 48 48 48 48 48 48 48 48 48

9-9
Col # 57
Source (table.column) CT_REPORT. CUSTOM17
Field Name Report Custom 17
Description/Format/Source (CES Standard Copy of AP Vendor ID) Format: Copies down from Employee Custom17. Used in cases when Employee ID is not used as the AP Vendor ID.
Max Length 48
58 59 60
CT_REPORT. CUSTOM18 CT_REPORT. CUSTOM19 CT_REPORT. CUSTOM20
Report Custom 18 Report Custom 19 Report Custom 20
48 48 48
Report Entry Data

Col # 61 62 Source (table.column) CT_REPORT_ENTRY. RPE_KEY CT_REPORT_ENTRY. TRANSACTION_TYPE CT_EXPENSE_TYPE_ LANG.NAME CT_REPORT_ENTRY. TRANSACTION_DATE Field Name Report Entry Id Report Entry Transaction Type Report Entry Expense Type Name Report Entry Transaction Date Description/Format/Source Report entry unique key Only include rows where equal to CHD or REG (parent rows are not included in the extract) Expense type name Date that this expense was incurred (when the money was spent or credit card receipt date) Max Length 13 3 Client Field Definition
63 64
64 10
9-10
Col # 65
Source (table.column) CT_CURRENCY. ALPHA_CODE
Field Name Report Entry Currency Alpha Code
Description/Format/Source Currency ISO alpha code for the spend currency if not an imported credit card or the invoice currency if this is a credit card Rate used to convert from the report entry (spend) currency and the report (reimbursement) currency Either: M = Multiply D = Divide Flag to indicate if this expense line is a personal amount Format: Y/N
Max Length 3
66
CT_REPORT_ENTRY. EXCHANGE_RATE CT_REPORT_ENTRY. EXCHANGE_RATE_ DIRECTION CT_REPORT_ENTRY. IS_PERSONAL
Report Entry Exchange Rate Report Entry Exchange Rate Direction Report Entry Is Personal Flag
23
67
68
69 70 71 72
CT_REPORT_ENTRY. DESCRIPTION CT_LIST_ITEM_LANG. VALUE CT_REPORT_ENTRY. VENDOR_DESCRIPTION CT_REPORT_ENTRY. RECEIPT_RECEIVED
Report Entry Description Report Entry Vendor Name Report Entry Vendor Description Report Entry Receipt Received Flag
Expense description as entered by the employee Vendor name Vendor description If "Y", then this entry has been marked as reviewed by a processor Format: Y/N
64 64 64 1
73
CT_REPORT_ENTRY. RECEIPT_TYPE
Report Entry Receipt Type
One of these: T = tax receipt R= regular receipt N = no receipt

9-11
Col # 74
Source (table.column) TOTAL_EMPLOYEE_ ATTENDEE
Field Name Total Employee Attendee
Description/Format/Source Number of attendees that were type Employee or This Employee (count includes both) Source: Calculated at time file is generated
Max Length 23
75
TOTAL_SPOUSE_ ATTENDEE
Total Spouse Attendee
Number of attendees that were type Spouse Source: Calculated at time file is generated
23
76
TOTAL_BUSINESS_ ATTENDEE
Total Business Attendee
Number of attendees that were type Business Guest Source: Calculated at time file is generated
23
77
CT_REPORT_ENTRY. ORG_UNIT_1
Report Entry Org Unit 1
Organization level data as entered/updated on the report entry Format: Can be set to copy down from the employee or report level. This data is applicable at the entry level in cross charging scenarios.
48
78
Format: Can be set to copy down from the employee or report level. This data is applicable at the entry level in cross charging scenarios. Format: Can be set to copy down from the employee or report level. This data is applicable at the entry level in cross charging scenarios.
48
79
48
9-12
Col # 80
Source (table.column) CT_REPORT_ENTRY. ORG_UNIT_4
Field Name Report Entry Org Unit 4
Description/Format/Source Format: Can be set to copy down from the employee or report level. This data is applicable at the entry level in cross charging scenarios. Format: Can be set to copy down from the employee or report level. This data is applicable at the entry level in cross charging scenarios. Format: Can be set to copy down from the employee or report level. This data is applicable at the entry level in cross charging scenarios. Format: Can be set to copy down from the employee or report level. This data is applicable at the entry level in cross charging scenarios. Format: Can be set to copy down from the employee or report level. This data is applicable at the entry level in cross charging scenarios. Format: Entry custom fields, if not storing organizational data or defined as a standard, are used for any client specific purpose. Format: Entry custom fields, if not storing organizational data or defined as a standard, are used for any client specific purpose.
Max Length 48
81
48
82
48
83
CT_REPORT_ENTRY. CUSTOM1
Report Entry Custom 1
48
84
48
85
48
86
48

9-13
Col # 87
Source (table.column) CT_REPORT_ENTRY. CUSTOM5
Field Name Report Entry Custom 5
Description/Format/Source Format: Entry custom fields, if not storing organizational data or defined as a standard, are used for any client specific purpose. Format: Entry custom fields, if not storing organizational data or defined as a standard, are used for any client specific purpose. Format: Entry custom fields, if not storing organizational data or defined as a standard, are used for any client specific purpose. Format: Entry custom fields, if not storing organizational data or defined as a standard, are used for any client specific purpose. Format: Entry custom fields, if not storing organizational data or defined as a standard, are used for any client specific purpose. (CES Standard Project) Format: Entry custom fields, if not storing organizational data or defined as a standard, are used for any client specific purpose. (CES Standard City Pairs)
Max Length 48
88
48
89
48
90
48
91
48
92 93
CT_REPORT_ENTRY. CUSTOM10 CT_REPORT_ENTRY. CUSTOM11
Report Entry Custom 10 Report Entry Custom 11
48 48
94
48
9-14
Col # 95 96 97 98
Source (table.column) CT_REPORT_ENTRY. CUSTOM13 CT_REPORT_ENTRY. CUSTOM14 CT_REPORT_ENTRY. CUSTOM15 CT_REPORT_ENTRY. CUSTOM16
Field Name Report Entry Custom 13 Report Entry Custom 14 Report Entry Custom 15 Report Entry Custom 16
Description/Format/Source (CES Standard Passenger Name) (CES Standard Ticket Number) (CES Standard Class of Service) Format: Entry custom fields, if not storing organizational data or defined as a standard, are used for any client specific purpose. Format: Entry custom fields, if not storing organizational data or defined as a standard, are used for any client specific purpose. Format: Entry custom fields, if not storing organizational data or defined as a standard, are used for any client specific purpose. Format: Entry custom fields, if not storing organizational data or defined as a standard, are used for any client specific purpose. Format: Entry custom fields, if not storing organizational data or defined as a standard, are used for any client specific purpose.
Max Length 48 48 48 48
99
48
100
48
101
48
102
48
103
48

9-15
Col # 104 105 106 107 108 109 110 111 112 113 114 115 116
Source (table.column) CT_REPORT_ENTRY. CUSTOM22 CT_REPORT_ENTRY. CUSTOM23 CT_REPORT_ENTRY. CUSTOM24 CT_REPORT_ENTRY. CUSTOM25 CT_REPORT_ENTRY. CUSTOM26 CT_REPORT_ENTRY. CUSTOM27 CT_REPORT_ENTRY. CUSTOM28 CT_REPORT_ENTRY. CUSTOM29 CT_REPORT_ENTRY. CUSTOM30 CT_REPORT_ENTRY. CUSTOM31 CT_REPORT_ENTRY. CUSTOM32 CT_REPORT_ENTRY. CUSTOM33 CT_REPORT_ENTRY. CUSTOM34
Field Name Report Entry Custom 22 Report Entry Custom 23 Report Entry Custom 24 Report Entry Custom 25 Report Entry Custom 26 Report Entry Custom 27 Report Entry Custom 28 Report Entry Custom 29 Report Entry Custom 30 Report Entry Custom 31 Report Entry Custom 32 Report Entry Custom 33 Report Entry Custom 34
Max Length 48 48 48 48 48 48 48 48 48 48 48 48 48
9-16
Col # 117 118 119 120 121 122
Source (table.column) CT_REPORT_ENTRY. CUSTOM35 CT_REPORT_ENTRY. CUSTOM36 CT_REPORT_ENTRY. CUSTOM37 CT_REPORT_ENTRY. CUSTOM38 CT_REPORT_ENTRY. CUSTOM39 CT_REPORT_ENTRY. CUSTOM40
Field Name Report Entry Custom 35 Report Entry Custom 36 Report Entry Custom 37 Report Entry Custom 38 Report Entry Custom 39 Report Entry Custom 40
Max Length 48 48 48
(CES Standard VAT tax code) (CES Standard Sum of VAT taxes for the entry) (Numeric) (CES Standard Net of VAT Tax Amount for the entry) Format: Numeric
48 48 48
123
CT_REPORT_ENTRY. TRANSACTION_ AMOUNT CT_REPORT_ENTRY. POSTED_AMOUNT CT_REPORT_ENTRY. APPROVED_AMOUNT CT_PAYMENT_CODE_ LANG.PAT_CODE CT_PAYMENT_CODE_ LANG.NAME
Report Entry Transaction Amount Report Entry Posted Amount Report Entry Approved Amount Payment Type Code Payment Code
Amount spent in the expense spend currency Amount spent in the reimbursement currency Amount approved in the reimbursement currency Report Entry Payment Code Code Report Entry Payment Code Name
23
124 125 126 127
23 23 4 80

9-17
Col # 128
Source (table.column) VIRTUAL_PMT_REIMB _TYPE_FLD.RPT_PMT_ REIMB_TYPE
Field Name Report Payment Reimbursement Type
Description/Format/Source Report Payment Reimbursement Type; Indicates whether Concur Pay reimbursed this journal entry. Concur Pay can refer to reimbursement by Direct Reimbursement or Expense Reimbursement. Either: 1 = Concur Pay blank = not Concur Pay
Max Length 1
129
CT_CREDIT_CARD_TRA NSACTION.BILLING_DA TE
Bill Date
Value is pulled from card vendor feed
36
Credit Card Data

Col # 130 Source (table.column) CT_CREDIT_CARD_ ACCOUNT. ACCOUNT_NUMBER CT_CREDIT_CARD_ ACCOUNT. NAME_ON_CARD CT_CREDIT_CARD_ TRANSACTION. JR_KEY Field Name Billed Credit Card Account Number Billed Credit Card Description Credit Card Transaction JR Key Description/Format/Source Credit card number (not encrypted) used for this expense Description of the credit card Max Length 255 Client Field Definition
131
40
132
Unique code for the import this transaction was brought into the system with
13
9-18
Col # 133
Source (table.column) CT_CREDIT_CARD_ TRANSACTION. REF_NO CT_CREDIT_CARD_ TRANSACTION. CCT_KEY CT_CREDIT_CARD_ TRANSACTION. CCT_TYPE
Field Name Credit Card Transaction Reference Number Credit Card Transaction CCT Key Credit Card Transaction CCT Type
Description/Format/Source Reference number from the credit card vendor Unique key assigned to the transaction during card import One of these: RPE = regular transaction CHG = bank charges PMT = payment on account
Max Length 50
134
13
135
136
CT_CREDIT_CARD_ TRANSACTION. TRANSACTION_ID CT_CREDIT_CARD_ TRANSACTION. TRANSACTION_ AMOUNT CT_CREDIT_CARD_ TRANSACTION. TAX_AMOUNT CT_CREDIT_CARD_ TRANSACTION. TRANSACTION_ CURRENCY CT_CREDIT_CARD_ TRANSACTION. POSTED_AMOUNT
Credit Card Transaction ID Credit Card Transaction Amount
Calculated value assigned to this card entry during the import process Amount of the charge in the spend currency
32
137
23
138
Credit Card Transaction Tax Amount Alpha Code
Amount of tax on the transaction amount (if provided by card vendor) Currency code for the spend currency Format: ISO 3 digit alpha code
23
139
140
Credit Card Transaction Posted Amount
Amount of the charge in the billing currency of the card
23

9-19
Col # 141
Source (table.column) CT_CREDIT_CARD_ TRANSACTION. POSTED_CURRENCY CT_CREDIT_CARD_ TRANSACTION. TRANSACTION_DATE CT_CREDIT_CARD_ TRANSACTION. POSTED_DATE CT_CREDIT_CARD_ TRANSACTION. DESCRIPTION CT_CREDIT_CARD_ TRANSACTION. MC_CODE CT_CREDIT_CARD_ TRANSACTION. MERCHANT_NAME CT_CREDIT_CARD_ TRANSACTION. MERCHANT_CITY CT_CREDIT_CARD_ TRANSACTION. MERCHANT_STATE CT_CREDIT_CARD_ TRANSACTION. MERCHANT_CTRY_ CODE
Field Name Alpha Code
Description/Format/Source Currency code for the card billing currency Format: ISO 3 digit alpha code
Max Length 3
142
Credit Card Transaction Date Credit Card Transaction Posted Date Credit Card Transaction Description Credit Card Transaction Master Card Code Credit Card Transaction Merchant Name Credit Card Transaction Merchant City Credit Card Transaction Merchant State Credit Card Transaction Merchant Country Code
Date the charge was made at the merchant Date the charge was posted to the credit card account Description of the charge from the merchant Merchant code sent from the credit card vendor Name of the merchant
10
143
10
144
32
145
146
32
147
Merchant City
32
148
Merchant State/Providence
32
149
Merchant country location code Format: 2 digit alpha code
9-20
Col # 150
Source (table.column) CT_CREDIT_CARD_ TRANSACTION. MERCHANT_REF_NUM CT_CREDIT_CARD_ TRANSACTION. BILLING_TYPE CT_CREDIT_CARD_ TRANSACTION.
Field Name Credit Card Transaction Merchant Reference Number Credit Card Transaction Billing Type Exchange Rate From Billing To Employee Currency Billing Amount
Description/Format/Source Merchant reference number passed from the merchant to the card
Max Length 12
151
152
BILL_TO_EMPLOYEE_ EXCHANGE_RATE
153 CT_JOURNAL. BILLING_AMOUNT CT_CREDIT_CARD_ ACCOUNT. ACCOUNT_NUMBER CT_CREDIT_CARD_ ACCOUNT. NAME_ON_CARD n/a n/a
Currency exchange rate used between the credit card billing currency and the employee's reimbursement currency Amount due to the company card of either CBCP or IBCP type for this detail row Account number for credit card
23
23
154
Individual Credit Card Account Number Individual Credit Card Name on Card Future use Future use
255
155
Name on credit card
40
156 157
Extra column for future additions to the file Extra column for future additions to the file
48 48

9-21
Entry Location Data

Col # 158 Source (table.column) CT_LOCATION_NAME. CTRY_CODE CT_LOCATION_NAME. CTRY_SUB_CODE CT_REPORT_ENTRY. FOREIGN_OR_ DOMESTIC Field Name Report Entry Location Country Code Report Entry Location Country Sub Code Report Entry Foreign or Domestic Flag Description/Format/Source Country from the report entry spend location Country sub code (from the report entry spend location) Either: FRGN = this expense was incurred in a country other than the employee's home country HOME = this expense was incurred in the employee's home country 161 162 n/a n/a Future use Future use Extra column for future additions to the file Extra column for future additions to the file 48 48 Max Length 2 Client Field Definition
159
160
9-22
Journal Entry Data

Col # 163 Source (table.column) CT_PAYMENT_TYPE_ LANG.NAME Field Name Journal Payer Payment Type Name Description/Format/Source Payer payment type One of these: Company = Company Employee = Employee Look up options in CT_PAYMENT_TYPE_LANG.NAME 164 165 CT_PAYMENT_CODE_ LANG.NAME CT_PAYMENT_TYPE_ LANG.NAME Journal Payer Payment Code Name Journal Payee Payment Type Name Payment code name for the payer. Payee payment type One of these: Company = Company Employee = Employee Look up options in CT_PAYMENT_TYPE_LANG.NAME 166 167 168 CT_PAYMENT_TYPE_ CODE.NAME CT_JOURNAL. ACCOUNT_CODE CT_JOURNAL. DEBIT_OR_CREDIT Payment Code Journal Account Code Journal Debit Or Credit Payment code name for the payee Contains the expense type account code Either: DR = Debit CR = credit 80 20 2 80 64 Max Length 64 Client Field Definition

9-23
Col # 169
Source (table.column) CT_JOURNAL. AMOUNT
Field Name Journal Amount
Description/Format/Source Value, as credit or debit, of the amount to be exchanged between the payer and payee for this expense account code (not an absolute value) EXAMPLES: Value of zero, credit, or debit, as the following:

Max Length 23
(Zero) "0" (Plus / Debit) "+50.00" (Minus / Credit) "-50.00" 48
+ -
170
CT_JOURNAL.RPJ_KEY
Journal Key
Report Journal Key
Car Mileage Data

Col # 171 172 173 Source (table.column) CT_CAR_LOG_ENTRY. BUSINESS_DISTANCE CT_CAR_LOG_ENTRY. PERSONAL_DISTANCE CT_CAR_LOG_ENTRY. PASSENGER_COUNT CT_CAR. VEHICLE_ID Field Name Business Distance Personal Distance Passenger Count Description/Format/Source Number of miles/ kilometers driven for business purposes Number of miles/ kilometers driven on a company car for personal purposes Number of passengers entered as traveling in this car for this from/to location Vehicle ID that this distance entry has been recorded against Max Length 13 13 13 Client Field Definition
174
Vehicle Id
30
9-24
Col # 175 176
Source (table.column) n/a n/a
Field Name Future use Future use
Description/Format/Source Extra column for future additions to the file Extra column for future additions to the file
Max Length 48 48
Cash Advance Data

Col # 177 Source (table.column) CT_CASH_ADVANCE. REQUEST_AMOUNT CT_CURRENCY. ALPHA_CODE CT_CURRENCY. NUM_CODE CT_CASH_ADVANCE. EXCHANGE_RATE CT_CURRENCY. ALPHA_CODE CT_CURRENCY. NUM_CODE Field Name Cash Advance Request Amount Cash Advance Request Currency Alpha Code Cash Advance Request Currency Numeric Code Cash Advance Exchange Rate Cash Advance Currency Alpha Code Cash Advance Currency Numeric Code Description/Format/Source For issue journal record, the total amount of the cash advance in the cash advance transaction currency Currency code for the transaction currency using ISO alpha code Currency code for the transaction currency using ISO number code Exchange rate used to convert from the transaction currency to the reimbursement currency Reimbursement currency code using ISO alpha code Reimbursement currency code using ISO number code Max Length 23 Client Field Definition
178
179
180
23
181 182
3 3

9-25
Col # 183 184
Source (table.column) CT_CASH_ADVANCE. ISSUED_DATE CT_PAYMENT_CODE_ LANG.NAME Calculated: If journal is joined direct to CT_CASH_ ADVANCE table only, then this is an issue, if journal is joined to both a report entry and cash advance then it is an application CT_CASH_ADVANCE. REQUEST_DATE CT_CASH_ADVANCE. CA_KEY n/a
Field Name Cash Advance Issued Date Cash Advance Payment Code Name Cash Advance Transaction Type
Description/Format/Source Date of issue Method of paying the employee for this cash advance, for example, Cash, AMEX, and so on Type of transaction: 1 = Issue 2 = Application
Max Length 10 80
185
186 187 188
Cash Advance Request Date Cash Advance Key Future use
Date of cash advance request from the detail cash advance record Unique system key assigned to the cash advance Extra column for future additions to the file
10 13 48
Allocation Data
Col # 189 Source (table.column) CT_ALLOCATION. ALLOC_KEY Field Name Allocation Key Description/Format/Source System-generated unique key for this allocation record Max Length 13 Client Field Definition
9-26
Col # 190 191
Source (table.column) CT_ALLOCATION. PERCENTAGE CT_ALLOCATION. CUSTOM1 CT_ALLOCATION. CUSTOM2 CT_ALLOCATION. CUSTOM3 CT_ALLOCATION. CUSTOM4 CT_ALLOCATION. CUSTOM5 CT_ALLOCATION. CUSTOM6 CT_ALLOCATION. CUSTOM7 CT_ALLOCATION. CUSTOM8 CT_ALLOCATION. CUSTOM9 CT_ALLOCATION. CUSTOM10 CT_ALLOCATION. CUSTOM11
Field Name Allocation Percentage Allocation Custom 1
Description/Format/Source Percent of the report entry assigned to this allocation record Each segment for the allocation record is stored in one of the custom columns on the allocation form
Max Length 7 48
192 193 194 195 196 197 198 199 200 201
Allocation Custom 2 Allocation Custom 3 Allocation Custom 4 Allocation Custom 5 Allocation Custom 6 Allocation Custom 7 Allocation Custom 8 Allocation Custom 9 Allocation Custom 10 Allocation Custom 11
48 48 48 48 48 48 48 48 48 48

9-27
Col # 202 203 204 205 206 207 208 209 210 211
Source (table.column) CT_ALLOCATION. CUSTOM12 CT_ALLOCATION. CUSTOM13 CT_ALLOCATION. CUSTOM14 CT_ALLOCATION. CUSTOM15 CT_ALLOCATION. CUSTOM16 CT_ALLOCATION. CUSTOM17 CT_ALLOCATION. CUSTOM18 CT_ALLOCATION. CUSTOM19 CT_ALLOCATION. CUSTOM20 n/a
Field Name Allocation Custom 12 Allocation Custom 13 Allocation Custom 14 Allocation Custom 15 Allocation Custom 16 Allocation Custom 17 Allocation Custom 18 Allocation Custom 19 Allocation Custom 20 Future use
Max Length 48 48 48 48 48 48 48 48 48
Extra column for future additions to the file
48
9-28
Travel Allowance Data

Col # 212 Source (table.column) CT_TA_REIMBURSABLE. MEAL_LODGING _OR_ COMBINED_TYPE Field Name TA Reimb. Meal Lodging or Combined Type Description/Format/Source Flag that identifies what type of travel allowance was applied to this entry: M = meals only L = lodging C = combined meals/lodging 213 CT_TA_REIMBURSABLE. DISPLAY_LIMIT CT_TA_ REIMBURSABLE. ALLOWANCE_LIMIT CT_TA_ REIMBURSABLE. ALLOWABLE_ THRESHOLD CT_TA_FIXED. MEAL_LODGING_TYPE Display Limit Limit for the reimbursable travel allowance for a single day; if using fixed allowances, this value will not apply If using reimbursable travel allowance with government limits, this is the government limit amount If using reimbursable travel allowance with government limits, this is the amount that is disallowed as it is over the limit Flag that identifies what type of travel allowance was applied to this entry: M = meals only L = lodging 217 218 CT_TA_FIXED. BASE_AMOUNT CT_TA_FIXED. ALLOWANCE_AMOUNT Base Amount Allowance Amount Base amount of allowance for a single day Reimbursement amount of allowance for this travel allowance day; base minus any adjustments for meals provided, first/last day adjustments, or overnight instead of lodging allowance 23 23 23 Max Length 1 Client Field Definition
214
Allowance Limit
23
215
Allowable Threshold
23
216
TA Fixed Meal Lodging Type

9-29
Col # 219
Source (table.column) CT_TA_FIXED. OVERNIGHT CT_TA_FIXED. BREAKFAST_PROVIDED
Field Name TA Fixed Overnight
Description/Format/Source Y/N flag that identifies if the employee stayed overnight with a friend/ family instead of lodging Flag that identifies if the employee was provided breakfast: NPR = no prorate PRO = prorated Tax = tax receipt
Max Length 1
220
TA Fixed Breakfast Provided Flag
221
CT_TA_FIXED. LUNCH_PROVIDED
TA Fixed Lunch Provided Flag
Flag that identifies if the employee was provided lunch: NPR = no prorate PRO = prorated Tax = tax receipt
222
CT_TA_FIXED. DINNER_PROVIDED
TA Fixed Dinner Provided Flag
Flag that identifies if the employee was provided dinner: NPR = no prorate PRO = prorated Tax = tax receipt
223 224
n/a n/a
Future Use Future Use
Extra column for future additions to the file Extra column for future additions to the file
48 48
9-30
VAT Tax Data

Col # 225 Source (table.column) CT_TAX_AUTHORITY_ LANG. TAX_AUTHORITY_NAME CT_TAX_AUTHORITY_ LANG. TAX_LABEL CT_REPORT_ENTRY_ TAX.TRANSACTION_ AMOUNT CT_REPORT_ENTRY_ TAX.POSTED_AMOUNT CT_REPORT_ENTRY_ TAX.SOURCE Tax Name Description/Format/Source Tax authority name Max Length 50 Client Field Definition
226
Tax Authority Label
5-digit code that appears on the expense entry pages Calculated tax amount for this expense in the spend currency Calculated tax amount for this expense entry in the reimbursement currency Determines how this data was derived: CARD USER = Entered by employee SYST = Calculated by system
227
Report Entry Tax Transaction Amount Report Entry Tax Posted Amount Source
23
228 229
23 4
230
CT_REPORT_ENTRY_ TAX.RECLAIM_ TRANSACTION_ AMOUNT CT_REPORT_ENTRY_ TAX.RECLAIM_POSTED_ AMOUNT CT_REPORT_ENTRY_ TAX.TAX_CODE
Report Entry Tax Reclaim Transaction Amount Report Entry Tax Reclaim Posted Amount Report Entry Tax Code
Calculated amount of tax eligible for reclaim in the spend currency
23
231
Calculated amount of tax eligible for reclaim in the reimbursement currency Tax code assigned to this tax authority for the expense type entered on the expense entry
23
232
20

9-31
Col # 233
Source (table.column) CT_TAX_CONFIG. RECLAIM_DOMESTIC CT_REPORT_ENTRY_ TAX.ADJUSTED_ AMOUNT CT_REPORT_ENTRY_ TAX.RECLAIM_ ADJUSTED_AMOUNT CT_REPORT_ENTRY_ TAX.RECLAIM_CODE CT_REPORT_ENTRY_ TAX.RECLAIM_TRANS_ ADJ_AMT CT_REPORT_ENTRY_TA X_ALLOC.RECLAIM_CO DE n/a Report Entry Tax Reclaim Domestic Flag Report Entry Tax Adjusted Amount Report Entry Tax Reclaim Adjusted Amount Report Entry Tax Allocation Reclaim Code Report Entry Tax Reclaim Trans Adjusted Amount Report Entry Tax Allocation Reclaim Code Future Use
Description/Format/Source Y = this tax configuration is defined as a reclaimable local tax jurisdiction Amount of tax based on approved amount, not total in the employees reimbursement currency Reclaim amount calculated on adjusted tax amount Reclaim code from the tax definition
Max Length 1
234
23
235
23
236
20
237
Amount of tax based on approved amount, not total in spend transaction currency Allocation Reclaim Code
23
238
20
239
Extra column for future additions to the file
48
Assigned Travel Request Data

Col # 240 Source (table.column) CT_TRAVEL_REQUEST. TR_NAME Travel Request Name Description/Format/Source Name given to the travel request assigned to the report Max Length 40 Client Field Definition
9-32
Col # 241
Source (table.column) CT_TRAVEL_REQUEST. TR_TOTAL_POSTED_ AMOUNT CT_TRAVEL_REQUEST. TR_TOTAL_APPROVED_ AMOUNT CT_TRAVEL_REQUEST. START_DATE CT_TRAVEL_REQUEST. END_DATE CT_TRAVEL_REQUEST. AUTH_DATE Total Posted Amount
Description/Format/Source Total amount of the assigned travel request in the employees reimbursement currency Total amount approved for the assigned travel request in the employees reimbursement currency First day of the trip on the assigned travel request itinerary Last day of the trip on the assigned travel request itinerary Date the assigned travel request was authorized
Max Length 23
242
Total Approved Amount Travel Request Start Date Travel Request End Date Travel Request Authorized Date
23
243 244 245
10 10 10
Future Use Section

Col # 246 247 248 Source (table.column) n/a n/a n/a Field Name Future Use Future Use Future Use Description/Format/Source Extra column for future additions to the file Extra column for future additions to the file Extra column for future additions to the file Max Length 48 48 48 Client Field Definition

9-33
Col # 249 250 251 252 253 254 255 256
Source (table.column) n/a n/a n/a n/a n/a n/a n/a n/a
Field Name Future Use Future Use Future Use Future Use Future Use Future Use Future Use Future Use
Description/Format/Source Extra column for future additions to the file Extra column for future additions to the file Extra column for future additions to the file Extra column for future additions to the file Extra column for future additions to the file Extra column for future additions to the file Extra column for future additions to the file Extra column for future additions to the file
Max Length 48 48 48 48 48 48 48 48
9-34

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Chapter 9: Standard Accounting Extract

Table of Contents Standard Accounting Extract

Expense Reports Import and Extract Specifications

Chapter 9: Standard Accounting Extract

Revision History for this Chapter

Field Name = Bank Number

Col #17 (CT_EMP_BANK_ACCOUNT.ACCOUNT_NUMBER)

Field Name = Account Number

Oct. 2008 (SU36)

(CT_CREDIT_CARD_TRANSACTION.BILLING_DATE) Field Name = Bill Date

Sep. 2008 (SU35)

Aug. 2008 (SU34)

Jun. 2008 (SU31)

Expense Reports Import and Extract Specifications

Chapter 9: Standard Accounting Extract

Date August 28, 2007 (SU23)

Notes / Comments / Changes

(VIRTUAL_PMT_REIMB_TYPE_FLD.RPT_PMT_REIMB_TY PE): 1 = Direct Reimbursement, blank = not Direct Reimbursement

Col #129: Future use

Expense Reports Import and Extract Specifications

Chapter 9: Standard Accounting Extract

Chapter 9: Standard Accounting Extract

Expense Reports Import and Extract Specifications

Chapter 9: Standard Accounting Extract

Expense Reports Import and Extract Specifications

Chapter 9: Standard Accounting Extract

Source (table.column) SequenceNumber

Max Length n/a

Client Field Definition

Expense Reports Import and Extract Specifications

Chapter 9: Standard Accounting Extract

Client Field Definition

Expense Reports Import and Extract Specifications

Chapter 9: Standard Accounting Extract

Expense Reports Import and Extract Specifications

Chapter 9: Standard Accounting Extract

Source (table.column) CT_REPORT. RPT_PAYMENT_ PROCESSING_DATE

Field Name Processing Payment Date

Client Field Definition

CT_REPORT. NAME CT_REPORT. IMAGE_REQUIRED

Report Name Image Required Flag

Has VAT Entry

CT_REPORT_VIEW. TOTAL_POSTED_ AMOUNT CT_REPORT_VIEW. TOTAL_APPROVED_ AMOUNT CT_POLICY_LANG. NAME n/a

Expense Reports Import and Extract Specifications

Chapter 9: Standard Accounting Extract

Source (table.column) CT_REPORT. ORG_UNIT_1

Field Name Report Org Unit 1

Client Field Definition

Report Org Unit 2

Report Org Unit 3

Report Org Unit 4

Report Org Unit 5

Expense Reports Import and Extract Specifications

Chapter 9: Standard Accounting Extract

Source (table.column) CT_REPORT. ORG_UNIT_6

Field Name Report Org Unit 6

Client Field Definition

CT_REPORT. CUSTOM3 CT_REPORT. CUSTOM4

Report Custom 3 Report Custom 4

Expense Reports Import and Extract Specifications

Chapter 9: Standard Accounting Extract

Client Field Definition

Expense Reports Import and Extract Specifications

Chapter 9: Standard Accounting Extract