Create drip feed extract by company unit

If you have the administration rights Admin - Finance Extract and Admin - Period Management, and a certain implementation option has been enabled for your instance, you can extract card or cash transactions by company unit.

To create a drip feed extract by company unit:

1. From the main menu, select Administration > Period Management > Statement Periods.

   The Statement Periods screen appears.

2. Click the Extract icon to the right of the period you want to extract.

   The statement period table appears.

   • Incomplete. The number of transactions that are in error or incomplete, eg. a code is missing or an invalid code has been used.
   • Auto Coded. The number of transactions that have been automatically coded (in green question mark status).
   • Waiting. The number of transactions that are complete and awaiting approval.
   • Question. The number of transactions that have been sent to the approver and returned to the cardholder with a question.
   • Approved. The number of transactions that have been approved.
   • Declined. The number of transactions coded but declined by the approver.
   • Other. The number of approved transactions belonging to expense reports, when:
     • all the transactions belonging to the expense report are approved, but the expense report itself is not approved
     • the expense report itself is approved, but all or some of the transactions are not approved.

     Both scenarios include auto coded transactions when the implementation option Interface - Export - Exclude Auto Coded is disabled.

     Note: The number does NOT include approved transactions belonging to an expense report if all the transactions belonging to the expense report are approved and the expense report itself is also approved.

   • No Rule. The number of transactions that have no associated approval rule.
3. Click the Advanced icon.

   The Extract Options - Advanced dialogue box appears.

4. Click Extract - Company Unit.

   The Drip Feed Extract - Company Unit dialogue box appears.

   The settings in this dialogue box allow you to specify a particular company unit to which the extract should apply, and whether the extract should only include transactions within that one company unit (Selected Only setting), or whether it should include that company unit and any units below it in the hierarchy (Recursive).

   If a certain implementation option has been enabled for your company, you can also select Ignore Approval and perform a drip feed extract that extracts all fully coded transactions, regardless of their approval status.

   If you have the administration right Admin - Finance Extract Test Mode and you want to output and view an extract file without changing the status of the transactions (ie. they will not be locked in the system), click Test - Company Unit. Once viewed, you can run the actual extract in standard mode by clicking Company Unit. (Note: You can also run a test extract directly from the Extract Options - Advanced dialogue box by clicking Test - Company Unit.)

5. Click Extract.

   While the extract is being generated, a progress window appears.

   A window will appear advising you the file has been created and placed in the Vault. (Note: If personal vaults are enabled for your instance, the extract is placed in your personal vault.)

   The file will be named similar to the format, Shared Travel Services_<org name>_<date stamp>_<month>_txt (or xml etc).

   You will now be able to go to the Shared Travel Services Vault and download the file to your local machine and then upload the file into your organization's finance (ERP) system.

   After you have created the extract, an extract summary will appear beneath the Previous Extracts heading of the Statement Periods screen.

   Reversing the entire drip feed extract process is possible if your company has this functionality enabled. Note: This action will mark all transactions within the reversed extract unextracted, and will remove all history of the extract. It should therefore be used with caution. Click the Reverse icon next to the extract in the Previous Extracts table.