Configuring Locations

Objective

After completing this lesson, you will be able to configure and describe the functionalities of locations.

Locations Overview

Users select locations to indicate where they were when they incurred an expense. The system can then use the selected location to calculate VAT and travel allowance.

Location types fall into two main categories: Standard and Rail Vendors. The Standard category includes United Nations locations (generally cities) and International Air Transport Association (IATA – airport) locations, while the Rail Vendors category is used to identify various rail vendors' train stations within a city.

Each location must have a corresponding location code. Locations maintained according to the United Nations LOCODE standard should use the five-letter code assigned by the United Nations (for example, US NYC). For a custom code, users must create an alphanumeric, five-character code in mixed case (for example, "Abc5E").

Configure a Location

To add a location:

Steps

From the Locations page and Locations tab, select New.
Complete all required fields.
Select Create New City Name, complete the appropriate fields, and then select Save.
Optional: Repeat step 2 to add as many cities as required. Additional city names are added if the city must be available for selection under different languages (for example, Florence and Firenze).

Summary

Configure locations to enable VAT and travel allowance calculations.
Use Standard locations (UN cities and IATA airports) or Rail Vendors.
Each location needs a unique five-character code (UN LOCODE or custom alphanumeric).
Add new locations via Expense Administration > Locations.
Add multiple city names if needed for different languages.

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