Software of the Month Club 1997 February

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XPNS Expense Reporting System Users Manual Version 2.40 Copyright 1995, William J Dowling Treeless Software and Design 82 Whispering Drive Streamwood, IL 60107-2302 (USA) Internet: TreelessSW@aol.com Voice & BBS: 708/372-0825 Fax: 708/372-0059 Prodigy: MPHB71A CompuServe: 71210,2033 America Online: TreelessSW Table of Contents Enhancements and Changes 3 Shareware Definition 4 Disclaimer of Warranty 4 Payment and Distribution 4 List of Files on Distribution Disk 5 Keyboard Control 6 1. Introduction 7 1.1. Overview of Files 7 2. Installation 9 2.1. Startup Parameters 9 3. XPNS Commands 11 3.1. Control 11 3.1.1. NEW 11 3.1.2. OPEN 11 3.1.3. DELETE 12 3.1.4. CLOSE 12 3.1.5. SETUP 12 3.1.6. ABOUT 13 3.1.7. EXIT 13 3.2. Maintenance 13 3.2.1. USER 13 3.2.2. CHARGETO and VENDOR 13 3.2.3. CATEGORIES 14 3.2.4. SUB CATEGORIES 15 3.3. Expenses 15 3.3.1. MODIFY 15 3.3.1.1 Expense Item Fields 15 3.3.1.2 Sub Categories 16 3.3.1.3 Modify Commands 17 3.3.2. PRINT 19 3.3.3. SUMMARY 19 3.3.4. EXPORT 19 3.4. Range 20 3.4.1. SUMMARIZE 20 2 Enhancements and Changes Many enhancements and changes have been made to the XPNS system since the first major release. Some of these changes are; Release 1.10 on 11/23/92 o Multi-user capabilities, using the users initials as the file extension to segregate users data files. o Select a specific Vendor or Category on the Range Summarize Report o Sub Categories to track additional expenses such as mileage and postage. Release 1.23 on 06/07/93 o Output printed report to the SCREEN for the users review. o Ask to pick an Expense Report if none is current when any of the Expense routines that require an Expense is executed. o Calculate and print the day and month for each day of the Expense Report. o Add the "/E:iii" DOS command line parameter. o Change File list to be Descending sort (oldest first) Release 2.10 on 11/09/93 o BUG: Delete all SUP's & Crash, create default if no SUP records Release 2.20 on 08/12/94 o Add Vendor and Charge-to maintenance in the middle of "Item Detail" add/modify o Change the method of underlining text, had some problems with printing in landscape mode on certain printers o Add LPT3 to output devices o Flag invalid vendor/charge-to line item on Expense Summary Release 2.30 on 10/10/94 o Frequently used Sub Categories saved in the XPNSUSER file and maintenance routines to Add/Mod/Del them o Option to make "File Date" as last date of Expense Report o Ability to change ALL report headings Release 2.40 on 04/07/95 o ability to force non-reimbursable expenses to be summarized o BUG: ran out of string space when displaying output file to SCREEN o BUG: subscript outofbound port&land-tried to add 13th summary element o BUG: removed STATIC sub/func got stack error put back on modify/format Also, stay tuned (Summer - Fall 1995) to your nearest BBS for a Windows version of XPNS. 3 Shareware Definition Shareware distribution gives users a chance to try software before buying it. If you try a Shareware program and continue using it, you are expected to register. Individual programs differ on details -- some request registration while others require it, some specify a maximum trial period. With registration, you get anything from the simple right to continue using the software to an updated program with printed manual. Copyright laws apply to both Shareware and commercial software, and the copyright holder retains all rights, with a few specific exceptions as stated below. Shareware authors are accomplished programmers, just like commercial authors, and the programs are of comparable quality. (In both cases, there are good programs and bad ones!) The main difference is in the method of distribution. The author specifically grants the right to copy and distribute the software, either to all and sundry or to a specific group. For example, some authors require written permission before a commercial disk vendor may copy their Shareware. Shareware is a distribution method, not a type of software. You should find software that suits your needs and pocketbook, whether it's commercial or Shareware. The Shareware system makes fitting your needs easier, because you can try before you buy. And because the overhead is low, prices are low also. Shareware has the ultimate money-back guarantee -- if you don't use the product, you don't pay for it. Disclaimer of Warranty THIS SOFTWARE AND MANUAL ARE SOLD "AS IS" AND WITHOUT WARRANTIES AS TO PERFORMANCE OF MERCHANTABILITY OR ANY OTHER WARRANTIES WHETHER EXPRESSED OR IMPLIED. BECAUSE OF THE VARIOUS HARDWARE AND SOFTWARE ENVIRONMENTS INTO WHICH THIS PROGRAM MAY BE PUT, NO WARRANTY OF FITNESS FOR A PARTICULAR PURPOSE IS OFFERED. GOOD DATA PROCESSING PROCEDURE DICTATES THAT ANY PROGRAM BE THOROUGHLY TESTED WITH NON- CRITICAL DATA BEFORE RELYING ON IT. THE USER MUST ASSUME THE ENTIRE RISK OF USING THE PROGRAM. ANY LIABILITY OF THE SELLER WILL BE LIMITED EXCLUSIVELY TO PRODUCT REPLACEMENT OR REFUND OF PURCHASE PRICE. Payment and Distribution XPNS is a "shareware program" and is provided at no charge to the user for evaluation. Feel free to share it with your friends, but please do not give it away altered or as part of another system. The essence of "user-supported" software is to provide personal computer users with quality software without high prices, and yet to provide incentive for programmers to continue to develop new products. If you find this program useful and find that you are using XPNS and continue to use XPNS after a 30 day trial period, you must make a registration payment of $20.00 (U.S. dollars) to Treeless Software and Design by cash, check or money order. The $20 registration fee will license one copy for use on any one computer at any one time. 4 Commercial users of XPNS must register and pay for their copies of XPNS within 30 days of first use or their license is withdrawn. Site- License arrangements may be made by contacting Treeless Software and Design. Anyone distributing XPNS for any kind of remuneration must first contact Treeless Software and Design for authorization. This authorization will be automatically granted to distributors recognized by the (ASP) as adhering to its guidelines for shareware distributors, and such distributors may begin offering XPNS immediately (However Treeless Software and Design must still be advised so the distributor can be kept up-to-date with the latest version of XPNS.). You are encouraged to pass a copy of XPNS along to your friends for evaluation. Please encourage them to register their copy if they find that they can use it. All registered users will receive a copy of the latest version of the XPNS system. List of Files on Distribution Disk The following files should be included on the distribution disk received from Treeless Software and Design. If any of the files are missing, please contact Treeless Software and Design at the number shown on the title page of this manual. XPNS.EXE Expense Reporting Program XPNS.PIF Definition to use XPNS under Windows XPNS.PRN User Manual for Expense Reporting System XPNSREGS.PRN Registration form XPNSVEND.PRN Terms of distribution and payment FILE_ID.DIZ Brief Description for Bulletin Boards 5 Keyboard Control There will be times when the program will request you to supply information to process a command. The following will explain what certain keys on your keyboard will do to the program. Always look at the bottom line on the screen. If certain keys are required to process a command, it will be explained there. ESC This is the usual method to cancel the current command. F10 This is the usual method to accept the current input and continue processing the command. UP ARROW The UP arrow will move the cursor to the prior command or field, and will wrap around to the last command or field if the cursor is on the first command or field. DOWN ARROW The DOWN arrow will move the cursor to the next command or field, and will wrap around to the first command or field if the cursor is on the last command or field. HOME This will move the cursor to the first command or field in a scroll window. END This will move the cursor to the last command or field in a scroll window. SPACE In certain input fields, pressing the SPACE key will display the next valid option for that field or display the options that are available. TAB This works the same as the UP ARROW key in moving to the next field. SHIFT TAB This works the same as the DOWN ARROW key in moving to the prior field. 6 1. Introduction XPNS was written to automate the entry, printing and historical reporting of business travel expenses required by most companies. Its' purpose is to keep track of all expenses incurred by you while you were away on a business trip. Expenses are broken down into ten categories ranging from lodging, transportation, entertainment and meals just to name a few. Except for meals (Breakfast, Lunch, and Dinner) the remaining categories can be changed to suit your individual or employers needs. Sub Categories may also be created within a Category to retain information on repetitive expenses such as Mileage or Postage. Depending on the needs, each individual category can be configured to retain itemized details such as Name of Persons Entertained, Time and Place, Nature or Purpose of Item, Percent Allocated to Business, and whether the expense is reimbursable or not. An example of a non- reimbursable expense is an airplane ticket purchased by your employer but used by you on the business trip. You did not pay for the ticket so you should not be reimbursed for its' cost, but your employer still wants the ticket itemized on your expenses for accurate record keeping and budgeting. 1.1. Overview of Files XPNS creates and uses several files to properly administer the Expense Reporting System. The permanent files are; XPNSUSER.DAT This is the main user information file that contains your Name and Address. It may also contain your modifications to the Category and Report Headings. XPNSUSER.iii This is the individual user information file that contains your personal Name and Address. The extension "iii" is substituted with your initials and is used on a multi-user system. XPNSCGTO.DAT This file has records containing the names and addresses of the Charge-To types (Payment Methods); such as "Cash", "Check", "Company Credit Card", etc. XPNSVEND.DAT This file has records containing the names and addresses of the Vendors that were paid for a specific expense; such as "American Air Lines", "Mobil Gas", "Holiday Inn", "Tippys Bar and Grill", etc. The following miscellaneous files are created and used by the Expense Reporting System to process individual Expense Reports; XRyymmdd.DAT Each Expense Report will be stored in its' own unique data file. The "yymmdd" indicates the Year, Month, and Day of the individual Expense Report. 7 XRyymmdd.iii Each Expense Report will be stored in its' own unique data file. The "yymmdd" indicates the Year, Month, and Day of the individual Expense Report. The extension "iii" is substituted with your initials and is used on a multi-user system. XRyymmdd.PRN If output is directed to a FILE when you do a PRINT or SUMMARY command for a specific Expense Report, the formatted output can be found in this file instead of being printed at your printer. This file is overwritten with a new report each time a new print command is issued. The "yymmdd" indicates the Year, Month, and Day of the individual Expense Report. XRyymmdd.TXT This file is used to EXPORT all information about a specific Expense Report to an ASCII file. This file can then be used by another program to access the information about this Expense Report. The "yymmdd" indicates the Year, Month, and Day of the individual Expense Report. XSUMMARY.PRN If output is directed to a FILE when the RANGE SUMMARIZE command is used to summarize all or a range of Expense Reports, the formatted output can be found in this file instead of being printed at your printer. 8 2. Installation The files on your distribution disk should be copied from the floppy disk onto your hard disk. If possible, a unique and separate directory should be used to hold the Expense Reporting files. Assuming your floppy drive is drive A: and your hard drive is drive C:, then use the following to create a directory and copy the distribution files; C: Access the C: drive CD \ Move to the "ROOT" directory MD XPNS Make a new directory CD XPNS Move to the new directory COPY A:*.* Copies all files from the distribution disk After the distribution files have been copied onto your hard disk, start the XPNS program to complete the installation. Upon running the program for the first time, XPNS will create the three permanent files it needs to properly operate and will ask you for all necessary information. You will first be asked to enter your name, address, and company department. After entering this information press the "F10" key to save the User Information. You will next be asked to enter the Miscellaneous Setup Information. The displayed default parameters will be; to print on a standard IBM type printer, in portrait orientation, to LPT1; that XPNS should use the system configured default video mode (color or monochrome) and a non-LCD monitor, that this is not a multi-user system, to not use the file date as the last date on the Expense Report, and to not summarize non-reimbursable expense items on the expense report. If any of these parameters need to be changed, move the cursor to the proper field and press the "SPACE" key until the parameter has changed to what you want. After all the information is correct, press the "F10" key to save the Miscellaneous Setup Information. XPNS will next inform you that the Vendor File does not exist and will ask if you wish to continue. Press the (Y)es key to continue the program. You will next be asked if you want to create a default XPNSVEND.DAT file. If you answer (Y)es to this question, the program will create the Vendor file with a "MISC" vendor record in it. If you answer (N)o to this question, an empty Vendor File will be created. You will next be asked the same information as in the prior paragraph concerning the Charge-To file. Answering (Y)es to the questions will create a XPNSCGTO.DAT file with a "MISC" charge-to record in it. 2.1. Startup Parameters There are several parameters that can be used when the XPNS program is started. Normally XPNS will determine the type of video adapter your computer has installed, but there might be times when you either need or want to override the default startup parameters. For instance if you have a lap top computer with a CGA adapter and an LCD monitor, 9 XPNS might think you have a color monitor and startup trying to display colors. To properly view the screen, you will need to inform XPNS that you have a monochrome and LCD monitor. The following are the commands available during XPNS startup: XPNS /L This parameter option is used to inform the program that you are using an LCD monitor. XPNS /M This parameter option is used to inform the program that it should display the screen in black and white. This option must be used if you have a monochrome or black and white monitor. XPNS /C This parameter option is used to inform the program that it should display the screen using color. XPNS /E:iii This parameter is used to start XPNS with a specific multi-user initials. The characters "iii" should be substituted with the users initials. XPNS /E: This parameter is used to start XPNS with the default "DAT" user initials. 10 3. XPNS Commands 3.1. Control The following commands are used to create or delete Expense Reports files, to modify the startup parameters, to display information concerning this program, and to terminate the program. 3.1.1. NEW Use this command to create a new Expense Report file. You will be asked to enter the "Ending Date" of the new Expense Report. The date you enter will be used in the filename of the file that stores the Expense information. The current date will be shown as the default date, either use this date or change it to the date you require. After you have entered the date press the "ENTER" key to accept the date. You will next be asked to verify your Name and Address information. Either accept the programs' default or change the fields to suit your needs. Press the "F10" key to accept the Name and Address information. Next the program will ask you to enter the "Miscellaneous Expense Information". This information consists of the cash advance amount (if any) you received from your employer before leaving on the business trip, the total number of days you were away on the trip, the percentage of the trip you spent on personal business (if any), four lines of thirty characters each describing the nature or purpose of the business trip, whether you want to use the file date as the last date of the Expense Report, and if you want to summarize non-reimbursable expenses on the expense report. After entering the necessary information, press the "F10" key to save this information. The Name and Address and the Miscellaneous Expense Information you entered above will be printed on both the Expense Report and the Expense Summary Report. The Expense Report you just created will become your "Current Expense" and detail can now be added by issuing the EXPENSE/MODIFY command. 3.1.2. OPEN This command will display a sorted list of all Expense Report files found on your disk. Both the Expense date and the filename of each Expense file will be displayed. By using the "ARROW KEYS", highlight the Expense Report you wish to work with and press the "ENTER" key to make that Expense the "Current Expense". 11 3.1.3. DELETE This command will display a sorted list of all Expense Report files found on your disk. By using the "ARROW KEYS", highlight the Expense Report you wish to delete. The highlighted Expense file will be deleted upon your answering (Y)es to a verification question. Once you delete an Expense, the file is physically deleted from your disk and will not be available for further use. 3.1.4. CLOSE This command will remove reference of the "Current Expense" so you can either create a new Expense or delete an existing Expense. 3.1.5. SETUP This command will allow you to modify the Miscellaneous Setup Information. The information entered here is used by the program to determine how the printer is attached to your computer, LPT1, LPT2, LPT3, COM1, COM2, FILE, or SCREEN; how you want the Expense Report printed, portrait (upright), or landscape (sideways); the type of printer you have, standard IBM, or HP LaserJet; what color scheme you want to use on the program startup, hardware default, color, or monochrome; whether you have an LCD monitor or not, whether the system is being used as a multi-user system, the data file extension used for Expense Report files, whether to use the file date as the last Expense Report date, and if you want to summarize non-reimbursable expense items on the expense report. If a printer type of "FILE" is used, all printed output will be written to a disk file so that the report can be reviewed, E-Mailed or printed at a latter time. If the type is "SCREEN", all printed output will be displayed on the users computer screen so that the report can be reviewed before it is actually printed. A multi-user system is advantageous if more than one person uses the same computer to input Expense information. Each persons' data files are saved on disk under a unique extension. It is also useful for the manager to collect his employees data files by E-Mail and use their data for reporting and budgeting. The file date as last report date option is used to tell XPNS if you want Expense Report file date to be a floating day of the week or to used as the last date of the Expense Report. If you say "NO" then the Expense Report will be printed from Sunday to Saturday. If you say "YES" than the file date will be the last date printed. For example, if the file date is Wednesday 10/05/94 then the Expense Report date range will be from Thursday 09/29/94 through Wednesday 10/05/94. The Summarize Non-Reimbursable option tells XPNS if you want the non-reimbursable expenses to be summarized on the formatted expense reports. The available options are "No Summary" which says you do not want any special action taken for non-reimbursable expenses, 12 "Detail" says you want a detail summarization done, and "Summary #1" and "Summary #2" says you only want a summary list of the expense item on the expense report. If any of these parameters need to be changed, move the cursor to the proper field and press the "SPACE" key until the parameter has changed to what you want. After the information is correct, press the "F10" key to save the Miscellaneous Setup Information. 3.1.6. ABOUT This command displays the address of Treeless Software and Design, the current XPNS version number, and the available memory the program has to work with. 3.1.7. EXIT This command terminates the XPNS program and returns the user to the DOS prompt. 3.2. Maintenance The following commands are used to modify miscellaneous information files used by the Expense Reporting System. 3.2.1. USER The information entered here is used to describe you the user. You will be asked to enter your name, address, and company department number. This information is used as the default data when a new Expense Report is created. Press the "F10" key to accept the Name and Address information or the "ESC" key to cancel the modifications. 3.2.2. CHARGETO and VENDOR The purpose of these files is to provide accurate record keeping and budgeting information as to how much and to whom you spent money on your business trips. If you or your employer do not have the need for such record keeping or budgeting forecasting, then each file should contain only the default "MISC" record and all expenses should reflect "MISC" as both the Charge-To and Vendor. The procedures for maintenance of the Charge-To and Vendor files are identical. The information processed and saved is the same for both files, it's just that the files represent different things to the program. The Charge-To file has records containing the names and addresses of the Charge-To types (Payment Methods) such as "Cash", "Check", Company Credit Card", etc. While the Vendor file has records containing the names and addresses of the Vendors (Who You Paid) that were paid for a specific expense such as "American Air Lines", "Mobil Gas", "Holiday Inn", "Glenda's House of Massage", etc. 13 Within the Charge-To or Vendor Maintenance you can ADD, MODIFY, DELETE or LIST the individual records. All records are identified by a one to five character Index Key. This Key is used to identify each individual Charge-To or Vendor record. The fields that you will be asked to enter when you ADD a new record or MODIFY an existing record are the Name and Address of the Charge-To or Vendor record. 3.2.3. CATEGORIES The XPNS system has been written to group all expenditures into ten Categories of Expenses. These categories are the major spending groupings that most companies want itemized and/or summarized by their employees when they are reporting on their business trip expenses. The initial categories that XPNS creates are: Lodging, Transportation - Air or Rail, Transportation - Rental Car or Limousine, Transportation - Taxi/Tolls/Buses, Transportation - Automobile Expenses, Entertainment, Miscellaneous Expenses, Meals - Breakfast, Meals - Lunch, and Meals - Dinner. Except for the Meal Categories (Breakfast, Lunch and Dinner) the remaining categories can be changed to suit your individual or employers needs. Depending on these needs, each individual category can be configured to retain itemized detail such as Name of Persons Entertained, Time and Place, Nature or Purpose of the Item, Percent Allocated to Business, and whether the expense is reimbursable or not. An example of a Non-reimbursable expense would be an airplane ticket purchased by your employer but used by you on your business trip. You did not pay for the ticket so you should not be reimbursed for its' cost, but your employer still wants the ticket itemized on your expenses for record keeping and budgeting. The information that can be modified for each category (excluding Meals) are the following: 1) A one line description that is used throughout the program and on reports that describe this expense category. 2) Two descriptive lines used as category report header lines on the Expense Reports. 3) An Itemization Code that informs the program if this individual category is to be itemized on the Expense Report. The Itemize codes are; "0" if no itemization is needed, "1" if you want detailed itemization, "2" if summary itemization group one is to be used, and "3" if summary itemization group two is to be used for this category. In addition, each category (including Meals) has a minimum dollar amount to itemize field. This dollar amount must be equaled or exceeded before the expense will be itemized on the expense report. Initially, the minimum itemized dollar amount has been set to $0.00 for all categories except for the three Meals which have a $25.00 amount set for itemizing. If after changing the Category Information for a category, you decide you no longer need or want that modification, all you need 14 to do is RESET either that specific category or all modified categories. XPNS will reset the specific or all categories to the initial program default settings. You may also modify (or reset to initial program default settings) all or any Expense Report Header information. These are the report headers used throughout the Expense Report printout. 3.2.4. SUB CATEGORIES Sub Categories are useful to enter and keep track of expenses that are constant and repetitive on multiple Expense Reports such as Mileage, Postage, and Tips. These Sub Categories are saved in the XPNSUSER file and are available to use in all Expense Reports. Sub Category maintenance allows the user to Add/Modify/Delete permanent Sub Categories. The information required to be entered for each Sub Category is which of the ten master categories to report and total into on the Expense Report, an eighteen (18) character description of this Sub Category, a value to use as a multiplication constant, and whether you want this Sub Category individually itemized or summarized on a single line on the Expense Report. An example of a frequently used Sub Category is "Mileage". A typical "Mileage" Sub Category would have "Trans-Auto Expenses" as the master category, "Mileage" as the description, "$0.29" as the multiply constant, and either "Yes" or "NO" as the single line summary flag. 3.3. Expenses Before you execute any of the following "Expense" commands, you must have a "Current Expense". This can be accomplished by using either the NEW or OPEN command under the "Control" commands before attempting to execute this command. If no expense is "Current" when any of the "Expense" commands are executed, the program will display a sorted list of all Expense Report files found on your disk. Both the Expense date and the filename of each Expense file will be displayed. By using the "ARROW KEYS", highlight the Expense Report you wish to work with and press the "ENTER" key to make that Expense the "Current Expense". 3.3.1. MODIFY This command is the heart of the Expense Reporting System. It allows you to enter or modify the individual Expense Items that are to be totaled on the Expense Report. 3.3.1.1 Expense Item Fields Each individual Expense Item has the following information that can be modified by using the ADD, PRIOR or MODIFY commands; 15 Day of the Week -- Press the SPACE key to make a choice of which day of the week this Expense Item is for. Category -- Press the SPACE key to make a choice of which category or sub-category this Expense Item is for. To create a new sub-category, place the cursor on the "Add Sub Category" line and press "ENTER". All existing Sub-Categories will be displayed below this line. Vendor -- Press the SPACE key to make a choice of which vendor this Expense Item is for or press the F8 key to perform Vendor record maintenance. Charge-To Account -- Press the SPACE key to make a choice of which charge-to account this Expense Item is for or press the F8 key to perform Charge-To record maintenance. Expense Item Amount -- Enter the dollar amount of this Expense Item. Names/Itemized Description -- Enter an optional description for this Expense Item. This can be any information you want but should be used to identify this expense or could be who you had a business meal or meeting with (The IRS likes to know this information). Time and Place -- Enter the optional Time and Location of a business meeting or meal (another IRS requirement). Nature and Purpose -- Enter the optional information about the reasons for the meeting or meal (again the IRS wants to know). % Allocated to Business -- Enter the percentage of the business meeting or meal that was dedicated to business discussions (the IRS strikes again). Reimbursable Expense -- Press the SPACE key to change from YES or NO. If this is not a reimbursable expense, the Expense Item Amount will not be used in calculations determining the amount your employer needs to reimburse to you. 3.3.1.2 Sub Categories Sub Categories may be used to retain information on repetitive expenses such as Mileage or Postage. A sub category must relate to a main category, for instance a sub category of "Mileage" should be totaled under the "Trans-Auto Expenses" category. The "Multiply Constant" is multiplied by the "Expense Item Amount" to calculate the actual expense cost. An example is using "$0.29" as the sub categories' "Multiply Constant" and the Expense Items' "Expense Item Amount" as the actual miles driven. The calculated amount will be the actual expense cost. The "Single Line Summary" informs the program if you want each individual sub category expense item, or a 16 single line containing the total of all individual items of this sub category on the Expense Report. 3.3.1.3 Modify Commands Four windows will appear on your screen which show all pertinent information needed to enter and verify the Expense Information. The windows shown are; 1) the "Command Scroll List" which is where you issue all commands; 2) the "Daily Summary" which shows where you were and how much you spent for each day of the week and the total for all days; 3) the "Category Summary" which shows how much you have spent for each category and the total for all categories; and 4) detail of all Expense Items sorted by day of the week and category. There are three types of commands available to process the Expense Report. The first type processes the individual Expense Items, the second command grouping processes miscellaneous information for this Expense Report, and the last command grouping is used to modify system wide information. The Individual Expense Item commands consist of the following which are used to process the individual Expense Items contained in this Expense Report. ADD EXPENSE ITEM -- This is used to add a new Expense Item for this Expense Report. DUPLICATE PRIOR ITEM -- This command is used to add a new Expense Item with the same information used on the last Expense Item added. An example for using this command is to enter a hotel bill in which you are charged the same rate for multiple days stay at that hotel. The amount you are charged, the Vendor and the Charge-To are identical, so the only field that would need to change would be the day of the week. MODIFY EXPENSE ITEM -- This command is used to change any field for an Expense Item. DELETE EXPENSE ITEM -- This command is used to physically delete all references to an existing Expense Item. SCROLL EXPENSE ITEMS -- This command is used to scroll through the list of Expense Item Detail. The following are commands used to modify miscellaneous information for this Expense Report. DAILY LOCATION -- This command is used to record information about a specific day of the week. It will first ask which day of the week you wish to modify. After choosing the day, you will be asked to enter the "City and State" and "Who Visited" for that specific date. This information will be shown on the formatted Expense Report. 17 USER ADDRESS -- This command is used to modify your Name and Address information. This information will be shown on the formatted Expense Report. After modifying the necessary information, press the "F10" key to save this information. MISC INFORMATION -- This command is used to modify Miscellaneous Expense Information that will be shown and used for calculations on the formatted Expense Report. This information consists of the cash advance amount (if any) you received from your employer for the business trip, the total number of days you were away on the trip, the percentage of the trip you spent on personal business (if any), four lines of thirty characters each describing the nature or purpose of the business trip, whether you want to use the file date as the last date of the Expense Report, and if you want to summarize non-reimbursable expenses on the expense report. After entering the necessary information, press the "F10" key to save your changes. EXIT -- This command will exit the modification routines of XPNS. The following commands are used to modify system wide information that affect not only this Expense Report but all other prior or future Expenses. CHARGE-TO RECORDS -- This command will activate the same routines as described earlier to modify the Charge-To Information file. The Charge-To file has records containing the names and addresses of the Charge-To types (Payment Methods) such as "Cash", "Check", Company Credit Card", etc. VENDOR RECORDS -- This command will activate the same routines as described earlier to modify the Vendor Information file. The Vendor file has records containing the names and addresses of the Vendors (Who You Paid) that were paid for a specific expense such as "American Air Lines", "Mobil Gas", "Holiday Inn", "Glenda's House of Massage", etc. CATEGORY RECORDS -- This command will activate the same routines as described earlier to modify the Category information file. These categories are the major spending groupings that most companies want itemized and/or summarized by their employees when they are reporting on their business trip expenses. The initial categories that XPNS creates are: Lodging, Transportation - Air or Rail, Transportation - Rental Car or Limousine, Transportation - Taxi/Tolls/Buses, Transportation - Automobile Expenses, Entertainment, Miscellaneous Expenses, Meals - Breakfast, Meals - Lunch, and Meals - Dinner. SUB CATEGORY RECORDS -- This command will allow you to modify the Sub-Category information if any exists. 18 3.3.2. PRINT This command will print a formatted Expense Report that can be signed by you and your manager (if required), which can then be submitted to your employer for reimbursement of your expenses. The Expense Report will be printed in either PORTRAIT (upright) or LANDSCAPE (sideways) mode depending on how your Miscellaneous Setup Information is configured. The formatted Expense Report will show totals for each category for each day of the week, and will give totals for each day and for each category. It will also calculate the dollar amount due you, or how much of the cash advance is remaining. The Expense Report will also show the Itemized and Summary Expense details for the categories and sub categories configured to be summarized. Non-Reimbursable expenses are flagged within the daily category section of the report with a "*" next to the daily category dollar amount and also next to the Weekly and Daily Totals for that day and category. The Itemized and summary Expense details will also signify non-reimbursable expenses with a "*" next to the dollar amount. 3.3.3. SUMMARY This command will print a detail line for each Expense Item entered for a single Expense Report. All information entered by the user (Day, Category, Vendor, Charge-To, Amount, Description, Place, Nature, and Percentage) will be printed. Non-Reimbursable expenses are flagged on the line item detail report with a "*" after the dollar amount, Sub Category line items are flagged with a "*" after the day of the week, and Invalid Vendor or Charge-To keys are flagged with a "*" before the invalid key. The Summary Report will show the grand total for all Expense Items. It will also calculate the dollar amount due you, or how much of the cash advance is remaining. The Summary Report will also show totals for all Vendors', Charge-Tos', Categories, Days of the Week used in the Expense Report, and Sub Categories if any exist. 3.3.4. EXPORT This command is used to create an ASCII data file of a specific Expense Reports' information to be used as input into another program such as a spread sheet or database program. The filename created for the output data file is "XRyymmdd.TXT" where yymmdd is the year, month and day of the Expense. Three different comma delimited record types are created in the ASCII output data file. 19 Type 1: Employee header information; field 1 1 field 2 Employee Name field 3 Employee Department field 4 Expense Date field 5 File date as Last Expense Report date Type 2: Day of the week, where you were and who you visited; field 1 2 field 2 Numeric day of week; 1 = Sunday, 2 = Monday, etc.. field 3 City and State information field 4 Who Visited information Type 3: Individual Expense item specifics; field 1 3 (Expense Item) or 7 (Sub Category Expense Item) field 2 Numeric day of week; 1 = Sunday, 2 = Monday, etc.. field 3 Numeric category number from 1 through 10 field 4 Vendor Key field 5 Charge-To Key field 6 Names or Itemized Description field 7 Expense Amount expressed as an integer (*100) field 8 Time and Place field 9 Nature and Purpose field 10 Percent Allocated to Business field 11 Reimbursable, "Y" if yes field 12 Sub Category constant multiplier (*1000) Field 13 "Y" if single line summary 3.4. Range 3.4.1. SUMMARIZE The Range Summarize command gives a summarization report of all Expense Reports entered within a specific date range. XPNS will determine the oldest and newest Expense files on your system, display these dates, and ask you to verify the starting and ending dates for this report. A specific Vendor or Charge-To can be requested if you want the report to give information on Expense Reports if that specific Vendor or Charge-To is referenced on that Expense Report. Once the required parameters are modified to represent your request are acceptable press the "F10" key. This report will contain a one line summarization of each Expense Report found within the date range, Vendor and Charge-To criteria each with category and Expense totals. It will also give a grand total for all Expenses and for all categories. Vendor and Charge-To Key errors are reported on the individual Expense Report summarization line. If a category has an undefined Vendor or Charge-To Key associated with it, the program will print 20 a "V" or "C" (or "B" if both are invalid) next to the category total for that Expense and will put a "*" next to the date to signify that an error occurred within that Expense Report. This report will also give itemized totals for all Vendors and Charge-To keys that had activity. This gives you the user a better idea of how and where the expenses are going. These totals also give you a method of estimating your Expense budget for next year. By giving different dates for the Summary Report, you can produce reports of your Expenses for a specific month, quarter or year. 21