Cost Allocation - Custom Field

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Overview

Cost Allocation is an alternate form of custom reporting field. 

Benefits and Limitations

Benefits

• Max file size: 50MB.

• Ability to upload files and set up an automated feed.

• Available on the desktop and mobile.

• Cost Allocation allows for 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 reporting data can be captured through PNR scripting.

Limitations

• 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 profile.

Comparison Chart Custom Fields vs. Cost Allocation

Options	Custom Field	Cost Allocation

Options	Custom Field	Cost Allocation
Upload options	Open	Open
Automated Feed option
Desktop and Mobile
Nesting Value
Values written to PNR
Values written to Profile
Max size	4,000 characters	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, 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.

Gathering Information

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: If Automated feed is needed (Cost Item). Please open a Deem Support Case and contact your Channel Sales Director (provide case number). 

Creating Cost Allocation Field

1. Open a Deem support case.

2. Select Site ID from the dashboard home page.

3. Hover over Services and select Expenses.

4. Select Cost Allocation.

5. Select Edit to the far right within the Cost Segments.

6. Update Cost Segment (parent).

   1. Enter Name.

   2. Enter Description.

   3. If this is the parent field, Subsegment Of will be left at None (Independent segment).

   4. Select Active.

   5. Enable Cost Allocation.

   6. Cost Segment Required?:  Select Yes or No.

   7. Select Save.

7. Select Add a New Segment under Cost Segments box to create child cost segment.

8. Update Cost Segment (child).

   1. Enter Name.

   2. Enter Description.

   3. Subsegment Of: select Project Code (this is the parent segment associated to this field).

   4. Select Active.

   5. Enable Cost Allocation (inherited from parent segment).

   6. Cost Segment Required?:  Select Yes or No.

   7. Select Save. Both parent and child cost segments display in the Cost Allocation screen.

9. To confirm both the parent and child cost segments are active, select each cost segment name under Cost Segment and look for a green check under Active.

Important Upload File Criteria

To upload template:

1. Select Upload Allocations.

2. Select Instructions and Template.

3. Complete the allocations template. 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: (Do not Use) Not applicable for Travel.

   • Allocation Code: Max character length 45

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

   • Parent Allocation Name: Max character length 45

     • Required for Nesting one allocation to another or Tiered.

   • Expense Approver ID: (Do not Use) Not applicable for Travel.

   • Expense Approval Threshold Amount: (Do not Use) Not applicable for Travel.

   • Travel Approval External ID: (Not Required)

4. In the case of a Nested or Tiered segment, the Parent Allocation name must exist and be configured, in order for it to upload successfully.

5. 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.

  • ~ ` ! @ # $ % ^ * ( ) _ - + = { : ; } [ < , . > ] ? / " ' | \

• 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

Parent field

To set up the Parent field within upload file:

1. Enter Parent field name in Segment Name column. Max character length is 30. In this example, Project Code is the parent field name.

2. Enter Allocation Name, the data field collection for Parent (searchable on purchase page). Max character length is 45.

3. Leave Allocation Description blank.

4. Enter the Allocation Code, 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.

Child field

To set up the Child field within upload file (bottom section):

1. Enter Child field name in Segment Name. Max character length 30. In this example, Project Name is the child field name.

2. Enter Allocation Name, the data field collection for Child (searchable on purchase page). Max character length is 45.

3. Leave Allocation Description blank.

4. Allocation Code: Enter child data field collection for child again. Max character length is 45.

5. Parent Allocation Name: Enter parent data collection associated with the Child data field. Max character length is 45.

   Note: One to one parent child relationship only. Each entry for parents must be associated with a child entry, and vice versa.

6. Save file name as --- costallocation_siteid_yyyymmdd.csv

Upload file

1. Select Upload Allocations.

2. Under Upload Template select Choose File.

3. Find file and then select Upload.

4. A confirmation screen displays. Select Close.

5. Select Recent Upload History to validate if the file was successful or if there were errors indicated.

6. See if upload was successful with no errors.

7. List of both parent and child fields you have uploaded display at the bottom of the Cost Allocation home page. 

   • Select the field name listed under the Cost Segment box to see each list.

Customer Experience

• The Cost Allocation reporting field displays on the Trip Search and Purchase page if Tiered, otherwise it display only on the Purchase page.

• A pick list displays as you type in the field. The list displays from both the child and the parent field names, allowing 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.
    
    

PNR Scripting

Special scripting is required for Cost Allocation. See Cost Allocation and PNR Edits for more information.