Cost Allocation - Custom Field

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

Task

Process / Helpful Hint

Contact Channel Sales Director

• If Automated feed is required

  • Contact your Channel Sales Director, as they will have an SOW written up for the TMC/Customer to sign. Once signed, an SFTP account and schedule will be set up.

Deem Support Case

• Open a Deem Support Case, to fully enable Cost Allocation per site

  • 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

Task

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: This is a cost item. Please open a Deem Support Case and contact your Channel Sales Director (provide case number)

Task

Process / Helpful Hint

Enable

• Open Deem Support Case

Create Field

• Click Site ID from the Dashboard Home Page

• Hover over Services and click on Expenses

• Click on Cost Allocation

• Creating Parent

  • Click on Edit to the far right within the Cost Segments

• 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 on radio 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

• Click on Add a New Segment just under Cost Segments box to create child cost segment

• 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

• 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.

Task

Process / Helpful Hint

Upload Template

• Click on Upload Allocations button

• Click on Instructions and Template

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

  • Max character length 30

• Allocation Name

  • Required

  • Max character length 45

• Allocation Description

  • Not Required

  • Max character length 180

• Allocation Code

  • Required if you want to capture a numeric value or string

  • Max character length 45

• Parent Allocation Name

  • Required if Nesting one Allocation to another - Optional field unless you are using Nested field

  • Max character length 45

• 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

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

    • Max character length 30

  • Allocation Name – Data field collection for Parent (Searchable on purchase page)

    • Max character length 45

  • Allocation Description – Leave blank

    • Max character length 180

  • 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.

    • Max character length 45

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

    • Max character length 30

  • Allocation Name: Data field collection for child (Searchable on purchase page)

    • Max character length 45

  • Allocation Description: Leave blank

    • Max character length 180

  • Allocation Code: Enter child data field collection for child again

    • Max character length 45

  • Parent Allocation Name: Enter parent data collection associated with the Child data field.

    • Max character length 45

• 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

Upload File

• Click Upload Allocations

• Under Upload Template click on Choose File

• Find file and then click on Upload

• Confirmation screen will appear

• Click Close

• Click on Recent Upload History, to validate if the file was successful or if there were errors indicated

• This upload was successful, with no errors

• 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.

Task

Process / Helpful Hint

Client Experience

• The Cost Allocation reporting field will appear on the Purchase page

• A pick list will display as you type in the field. The list displays from both the child and the parent field names, . Aallowing the client to easily find the response they are looking for.

  • Example below searching for the letter “y”. Results display any parent and child with “y” in any part of their name.

Task

Process / Helpful Hint

Scripting

• Special scripting is required for Cost Allocation.

  • Cost Allocation and PNR Edits