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On this page:
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Overview
Cost Allocation is an alternate form of custom reporting field.
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Benefits and Limitations
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Task
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Process / Helpful Hint
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Benefit
Benefits
Max file size:
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50MB.
Ability to upload files and set up an automated
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feed.
Available on the desktop and mobile.
Cost Allocation allows for
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Nesting and Tiered.
Nesting allows the user to choose a parent value and in turn, presents the option for the child value, nested under the parent value.
Tiered allows for multiple levels ex: project, task, subtask
Trip
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reporting data can be captured through PNR scripting.
Limitations
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Standard Cost Allocation displayed on the purchase page, where Tiered Cost Allocation will display on the trip search page and again on the purchase page with the same value as the trip search page, but they can edit it if needed.
Unable to apply to
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profile.
Comparison
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Chart Custom Fields vs. Cost Allocation
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Let’s Get Started
Enabling Cost Allocation - Who to Contact
Task
Process / Helpful Hint
Options | Custom Field | Cost Allocation |
|---|---|---|
Upload options | ||
Automated Feed option | ||
Desktop and Mobile | ||
Nesting Value | ||
Values written to PNR | ||
Values written to Profile | ||
Max size | 4,000 bytes | 50 MB file max |
Deem booking flow Placement | Trip Planner and Purchase page | Nesting - Purchase page Tiered - Trip Search and Purchase Page |
Contacts to Enable Cost Allocation
Channel Sales Director
If Automated feed is required
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, submit a Statement of Work (SOW).
Deem Support Case
Open a Deem Support Case, to fully enable Cost Allocation per site
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. Deem has a process they need to complete for the field to be fully active.
Note: You can start configuring the site and cost allocation file while Deem completes their process.
Gathering Information
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Task
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Process / Helpful Hint
Reporting Values
Parent Value - Master field name.
Child Value - Secondary field name (Data is captured for reporting).
Note: Special Characters are not allowed other than slash, dot, or dash.
File type
Manual upload.
Automated.
Note:
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If Automated feed is needed (Cost Item). Please open a Deem Support Case and contact your Channel Sales Director (provide case number).
Ready to Configure
Creating Cost Allocation Field
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Task
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Process / Helpful Hint
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Enable
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Open Deem Support Case
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Create Field
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Open a Deem support case.
Select Site ID from the
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dashboard home page.
Hover over Services and
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select Expenses.
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Creating Parent
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Select Cost Allocation.
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Select Edit to the far right within the Cost Segments.
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Update Cost Segment (
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parent).
Enter Name.
Entering Project Code for this example
Enter Description.
In this example, we are using Project Code Associated with Trip
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If this is the parent field
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, Subsegment
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Of will be left at None (Independent segment).
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Select Active
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.
Enable Cost Allocation
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.
Cost Segment Required?
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Move to the bottom of the screen and click on Save
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: Select Yes or No.
Select Save.
Select Add a New Segment
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under Cost Segments box to create child cost segment.
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Update Cost Segment (
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child).
Enter Name
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Entering Project Name for this example
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Description
You can leave blank
Subsegment of - Click on Project Code
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.
Enter Description.
Subsegment Of:select Project Code (this is the parent segment associated to this field).
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Select Active.
Enable Cost Allocation
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(inherited from parent segment
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Move to the bottom of the screen and click on Save
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).
Cost Segment Required?: Select Yes or No.
Select Save. Both parent and child cost segments
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display in the Cost Allocation screen.
To confirm both the parent and child cost segments are active,
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select each cost segment name under
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Cost Segment
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and look for a green check
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under Active.
Parent showing Active
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Child showing Active
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Fields have been created. Next, create the upload file.
Important Upload File Criteria
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Task
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Process / Helpful Hint
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Upload Template
Click on Upload Allocations button
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To upload template:
Select Upload Allocations.
Select Instructions and Template.
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Field Definitions and important information
Complete the allocations template. DO NOT remove any columns or headers from the file when uploading.
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While they may not be required or may not be applicable for travel, they are critical for the upload to function properly.
Segment Name
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: (Required
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) Max character length 30
Allocation Name
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: (Required
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) Max character length 45
Allocation Description
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Not Required
: (Do not Use) Not applicable for Travel.
Allocation Code: Max character length
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45
Allocation Code
Required if you want to capture a numeric value or string
Parent Allocation Name: Max character length 45
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Required
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for Nesting one
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allocation to another or Tiered.
Expense Approver ID
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: (Do not Use) Not applicable for Travel.
Expense Approval Threshold Amount
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: (Do not Use) Not applicable for
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Travel.
Travel Approval External ID
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: (Not Required)
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Nesting Fields
In the case of a
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Nested or Tiered segment, the Parent Allocation name must exist
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and be configured, in order for it to upload successfully
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File type
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.CSV (Comma Delimited)
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Character limits
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.
Save file name as --- costallocation_siteid_yyyymmdd.csv
Special Characters: While it is not recommended to use special characters, they are supported in Segment Name, Allocation Name, and Allocation Code.
~ ` ! @ # $ % ^
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* ( ) _ - + = { : ; } [ < , . > ] ? / " ' | \
Common issues that cause a failure:
Ensure ALL columns and headers are included in the file - use the template
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and ensure the headers are added
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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
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Process / Helpful Hint
Parent
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field
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To set up the Parent field within upload file
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:
Enter Parent field name
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in Segment Name column. Max character length is 30. In this example, Project Code is the parent field name.
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Max character length 30
Enter Allocation Name
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, the data field collection for Parent (
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searchable on purchase page)
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. Max character length is 45.
Leave Allocation Description
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blank
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Max character length 180
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Enter the Allocation Code
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Child Field
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, the number associated to this parent. Max character length is 45.
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.
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Max character length 45
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Child field
To set up the Child field within upload file (bottom
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section):
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Enter Child field name
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in Segment Name. Max character length 30. In this example, Project Name is the child field name.
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Max character length 30
Enter Allocation Name
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, the data field collection for
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Child (
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searchable on purchase page)
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. Max character length is 45.
Leave Allocation Description
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blank.
Allocation Code: Enter child data field collection for child again
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. Max character length is 45.
Parent Allocation Name: Enter parent data collection associated with the Child data field.
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Max character length is 45.
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Note: One to one parent child relationship only. Each entry for
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parents must be associated with a child entry, and vice versa.
Save
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file name as --- costallocation_siteid
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_yyyymmdd
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.csv
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Upload
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file
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Select Upload Allocations.
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Under Upload Template
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select Choose File.
Find file and then
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select Upload.
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Confirmation screen will appear
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Click Close
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A confirmation screen displays. Select Close.
Select Recent Upload History
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to validate if the file was successful or if there were errors indicated.
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See if upload was successful
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with no errors.
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List of both parent and child fields you have uploaded
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display at the bottom of the Cost Allocation home page
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.
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Select the field name listed under the Cost Segment box to see each list.
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Customer
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Task
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Process / Helpful Hint
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Experience
The Cost Allocation reporting field
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displays on the Trip Search and Purchase page if Tiered, otherwise it display only on the Purchase page.
A pick list
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displays as you type in the field. The list displays from both the child and the parent field names,
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allowing the client to easily find the response they are looking for.
Example below searching for the letter
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“y.” Results display any parent and child with “y” in any part of their name.
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PNR Scripting
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Task
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Process / Helpful Hint
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Scripting
Special scripting is required for Cost Allocation.
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See Cost Allocation and PNR Edits for more information.