Exploring the Expense Configuration Relationship Diagram

The configuration relationship diagram illustrates how different configuration elements can affect the user experience. The arrows on the diagram leading away from a configuration circle represent direct relationship. Even though you are reading the diagram in a downward fashion, this doesn’t represent the order of configuration. ​

The Employee (User) is the primary connection for configuration. The configuration elements in dark blue represent data that is assigned directly to the user’s profile upon account creation. However, Travel Allowance and VAT/Tax are controlled by the user’s Country of Residence, and are not assigned directly to the profile.

Every user must have one Country, Locale, Currency, Group, and Ledger assigned, and can only have one assignment at a time.

The Employee Group is second largest connection on the diagram and controls all items in blue. Groups are created to separate the user’s experience. For example, one set of employees could be assigned a different set of policies, adhere to different audit rules, or use a different employee form. Groups are often named after countries; however, they can be named after user categories. For instance, AP Group, Executive Users, or Services.

The items in blue are considered group aware and may have multiple assigned to one group. For example, groups may have multiple policies assigned to one team of users. It would be the user’s responsibility to select the appropriate policy when creating an expense report.

The last major connection is Policy configuration, and the policy controls the configuration items in teal. Policies represent the expense report experience. There are three main drivers of policies Forms and Fields, Expense Types, and Workflows. If a user needs a different form, expense type or workflow you will need a separate policy, because only one of these items can be assigned to a single policy at a time. Note, that Expense Types determine the entry form and the Vendor List a user sees. It also selects the appropriate Account Code based on the Ledger assigned to the employee’s profile.

At the bottom of the diagram, you will notice the custom fields and lists. Note that Fields are assigned to all forms for data entry. Also, lists are configured in the List Management area, but they must be assigned to a form to function. List Management is also used in other areas like Group Configuration, Feature Hierarchies and Expense Types.

• The configuration relationship diagram shows how various configuration elements influence a user’s experience. Although the diagram flows downward, it does not represent the order in which configuration must occur.
• The employee (user) is the central point of configuration. Certain elements—Country, Locale, Currency, Group, and Ledger—are assigned directly to the user when their account is created, and each user must have one and only one of each. Travel Allowance and VAT/Tax depend on the user’s Country of Residence rather than the individual profile.
• The Employee Group is the second major connection and governs all "group-aware" items shown in blue. Groups define different user experiences by assigning different policies,audit rules, forms, or other settings. A group can have multiple blue items assigned, and users may need to choose the appropriate policy when creating expense reports.
• The Policy is the next major connection and controls the teal items. Policies shape the overall expense report experience and are driven by three main components: Forms and Fields, Expense Types, and Workflows. Since only one of each can be tied to a policy, users with differing needs require separate policies. Expense types also control the form layout, available vendors, and correct account coding.
• At the bottom of the diagram are custom fields and lists, which support data entry. Lists must be configured in List Management and assigned to forms to function. List Management is also used in other configuration areas such as Groups, Feature Hierarchies, and Expense Types.