Create drip feed accrual extract

An accrual drip feed extract can be run before the standard drip feed extract to temporarily load financial commitments into your finance system for analysis. An accrual extract only extracts transactions that have been correctly coded (ie. those with green check or green question mark status), and it requires a specific file format that tells your finance system the transactions are reverse transactions (ie. not permanent).

Note: You cannot create customized drip feed accrual extract templates via the Data Extract Management module.

To create a drip feed accrual extract:

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.
   • 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. 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):
   1. Click the Advanced icon.

      The Extract Options - Advanced dialogue box appears.

   2. Click Test - Accrual. Once viewed, you can run the actual extract in standard mode by clicking Accrual.
4. Click Accrual.

   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.