Cost Allocation - Custom Field

Task

Process / Helpful Hint

Benefit

• 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.

Options

Custom Field

Cost Allocation

Upload Options

Automated Feed Option

Desktop and Mobile

Nesting Value

Values written to PNR

Value written to Profile

Max size

4,000 characters max

50 MB file max

Deem booking flow Placement

Trip Planner and Purchase page

Nesting - Purchase page

Tiered - Trip Search and Purchase Page

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: If Automated feed is needed (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

• Select Site ID from the Dashboard Home Page.

• Hover over Services and select Expenses.

• Select Cost Allocation.

• Creating Parent.

  • Select 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).

  • Select Active.

  • Select radio button next to Cost Allocation.

  •  Cost Segment Required?:  Select Yes or No.

  • Move to the bottom of the screen and select Save.

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

• Update Cost Segment (Child).

  • Enter Name: In this example entering Project Name.

  • Description: You can leave field blank.

  • Subsegment of - Select Project Code (this is the parent segment associated to this field).

  • Select Active.

  • Enable Cost Allocation: Inherited from parent segment

  • Move to the bottom of the screen and select Save.

• You will see both parent and child cost segments.

Note: To confirm both the parent and child cost segments are active, select 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

• Select Upload Allocations button.

• Select 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: (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)

Nesting or Tiered 

• In the case of a Nested or Tiered 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: While it is not recommended to use special characters, they are supported in Allocation Name, Allocation Code and Segment Name

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

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.

    • Max character length 30.

    • In this example, Project Code is the parent field name.

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

    • Max character length 45.

  • Allocation Description – Leave blank.

  • Allocation Code.

    • Max character length 45.

    • 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.

    • Max character length 30.

    • In this example, Project Name is the child field name.

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

    • Max character length 45.

  • Allocation Description: Leave blank.

  • 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 parents must be associated with a child entry, and vice versa.

Save File

• Best practice is to save file name as --- costallocation_siteid_yyyymmdd.csv.

  • This example: costallocation_acme-agency_20220817.csv.

Upload File

• Select Upload Allocations.

• Under Upload Template select Choose File.

• Find file and then select Upload.

• Confirmation screen will appear.

• Select Close.

• Select 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. 

  • Select 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 Trip Search and Purchase page if Tiered, otherwise it will appear only 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, 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.

Task

Process / Helpful Hint

Scripting

• Special scripting is required for Cost Allocation.

  • Cost Allocation and PNR Edits.