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").

Locations page.

Configure a Location

To add a location:

Steps

  1. From the Locations page and Locations tab, select New.

    The image displays the Locations administration page. The Locations tab at the top left is highlighted. The New button above the results table is also highlighted. Filters show Country/Region set to All Countries/Regions, System Created set to All Cities, a Last Modified date range, Active Status set to Active Cities only, and a Find Location Where section with two criteria fields and a Search button. An empty results table appears below with columns for Active, City, Location Code, Country/Region, State/Province, Is Airport, Airport Name, and Parent Location.

  2. Complete all required fields.

    The image displays the Locations page with an Add Location form. A highlighted section shows these fields: Location Type set to Standard; Location Code set to USNSQ; Country/Region set to UNITED STATES; State/Province set to Pennsylvania; Administrative Region set to DELAWARE COUNTY. A highlighted button labeled Create New City Name appears below the form. Save and Cancel buttons sit next to it. Tabs for Locations and Settings appear at the top.

  3. Select Create New City Name, complete the appropriate fields, and then select Save.

    The image displays the Locations page with an Add Location form. The form shows Location Type set to Standard, Location Code set to USNSQ, Country/Region set to United States, State/Province set to Pennsylvania, and Administrative Region set to Delaware County. The Save button below the form is highlighted. A table of city names appears under the buttons, and the row for Newtown Square is selected and highlighted with Active status.

  4. 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.

Learning

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