Page Comparison

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Cost Allocation is an alternate form of custom reporting field.

Table of Contents

minLevel	1
maxLevel	7

Benefits and Limitations

Task	Process / Helpful Hint
Benefit	Max file size: 30MB Ability to upload files and set up an automated feed Available on the desktop and mobile Cost Allocation allows for nesting Nesting allows the user to choose a parent value and in turn, presents the option for the child value, nested under the parent value Trip and Profile reporting data can be captured through PNR scripting
Limitations	Displayed on the Purchase page only Unable to apply to Profile

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Task

Process / Helpful Hint

Enable

Open Deem Support Case

Create Field

Click Site ID from the Dashboard Home Page

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Hover over Services and click on Expenses

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Click on Cost Allocation

Creating Parent
- Click on Edit to the far right within the Cost Segments

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Update Cost Segment (Parent)
- Enter Name
  - Entering Project Code for this example
- Enter Description
  - In this example, we are using Project Code Associated with Trip
- This is the parent field therefore Subsegment of will be left at None (Independent segment)
- Click on Active
- Click onradio button next to Cost Allocation
- Click on Yes or No to the right of Cost Segment Required?
- Move to the bottom of the screen and click on Save

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Click on Add a New Segment just under Cost Segments box to create child cost segment
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Update Cost Segment (Child)
Enter Name
Entering Project Name for this example
Description
You can leave blank
Subsegment of - Click on Project Code
This is the parent segment associated to this field
Click on Active
Enable Cost Allocation
Inherited from parent segment
Move to the bottom of the screen and click on Save
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You will see both parent and child cost segments
Note: To confirm both the parent and child cost segments are active, click on each cost segment name under the Cost Segment box. You will see a green check to the far right under Active.
Parent showing Active
Child showing Active
Fields have been created. Next, create the upload file.

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Task	Process / Helpful Hint
Upload Template	Click on Upload Allocations button Image RemovedImage Added Click on Instructions and Template Image RemovedImage Added
Field Definitions and important information	DO NOT remove any columns or headers from the file when uploading. While they may not be required or may not be applicable for travel, they are critical for the upload to function properly. Segment Name Required Allocation Name Required - maximum length of 45 characters Allocation Description Not Required - maximum length of 180 characters Allocation Code Required if you want to capture a numeric value or string - maximum length of 35 characters Parent Allocation Name Required if Nesting one Allocation to another - Optional field unless you are using Nested field Expense Approver ID Not applicable for Travel Expense Approval Threshold Amount Not applicable for Travel Travel Approval External ID Not Required
Nesting Fields	In the case of a nested segment, the Parent Allocation name must exist/be configured, in order for it to upload successfully
File type	.CSV (Comma Delimited)
Character limits	Special Characters not supported: ~ ` ! @ # $ % ^ & * ( ) _ - + = { : ; } [ < , . > ] ? / " ' \| \
Common issues that cause a failure	Ensure ALL columns and headers are included in the file - use the template, and ensure the headers are added correctly Input Segment Name is not present in the system Parent Segment not found in system for the input Parent Allocation name Input Parent Allocation name is not present in the system Linking active child allocation to inactive parent allocation Parent allocation's segment is not the parent of the segment that owns the child allocation Duplicate Allocation Names are NOT allowed

Cost Allocation Upload

Task	Process / Helpful Hint
Parent Field	Setting up Parent field within upload file (Top of upload file) Segment Name – Enter Parent field name In this example, Project Code is the parent field name Allocation Name – Data field collection for Parent (Searchable on purchase page) Allocation Description – Leave blank Allocation Code Enter number associated to this parent Note: This number cannot be reused for any new Parent fields and do not change once associated with the Parent field. In this example, we started off with 12345 and then continued the numbering from there.
Child Field	Setting up Child field within upload file (bottom of upload file) Segment Name: Enter Child field name In this example, Project Name is the child field name Allocation Name: Data field collection for child (Searchable on purchase page) Allocation Description: Leave blank Allocation Code: Enter child data field collection for child again Parent Allocation Name: Enter parent data collection associated with the Child data field. Note: One to one parent child relationship only. Each entry for parent must be associated with a child entry, and vice versa.
Save File	Best practice is to save file name as --- siteid-costallocation_yyyymmdd.csv This example: acme-agency_costallocation_20220817.csv Image RemovedImage Added
Upload File	Click Upload Allocations Under Upload Template click on Choose File Find file and then click on Upload Image RemovedImage Added Confirmation screen will appear Click Close Image RemovedImage Added Click on Recent Upload History, to validate if the file was successful or if there were errors indicated Image RemovedImage Added This upload was successful, with no errors Image RemovedImage Added List of both parent and child fields you have uploaded will appear at the bottom of the home page for Cost Allocation. Click on the field name listed under the Cost Segment box to see each list.

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Versions Compared

Old Version 3

New Version 4

Key

Benefits and Limitations

Cost Allocation Upload