Create drip feed extract

By default, a normal drip feed extract extracts fully coded, approved transactions (ie. only those with green check status), including card and requisition transactions that don't require approval. Cash transactions that don’t require approval are excluded.

However, if a certain implementation option has been enabled for your company, the drip feed extract excludes all fully coded transactions that don't require approval (whether they be card, requisition or cash) from the extract.

To create a drip feed 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.

   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. 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 - Extract. Once viewed, you can run the actual extract in standard mode by clicking Extract.
4. 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 organization 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.

Note: There is the option to have an Extract All option enabled. This allows you, in one click, to run drip feed extracts for all periods where there are still transactions left to extract.