How To Forecast Travel, Business Center View

Forms Menu, Purchasing, New Request View

To forecast travel expenses, business center employees can submit approved travel on the Purchase, New Request in the Forms menu. The Travel Specialist will copy/paste approved Travel Authority information into the request and submit it to the business center and process it like a purchase request.

Fields used will only be the required (asterisk*) fields for this process

Vendor Name: This field is the name of the traveler. List Last Name, First Name – Travel Including the word “Travel” on this line will be in the CBS email notification received by the business center. “Travel” will let the other business center staff know that they do not need to process that purchase request unless they are covering the travel specialist’s duties. Vendor Address, City, State, Zip: These fields are not necessary for the forecast of travel so place a period in each of the fields as needed. Department: Enter the department the traveler is associated with. Budget-Project: Enter the budget-project; check the Split budgets checkbox to add additional budget-projects Date Needed: Enter the start date of the approved travel. Notes: Copy/paste the travel itinerary from the approved TA. Catalog Number: Enter “1” for each line of anticipated travel expenses, see Description. Description: Select “Add Item” for each instance of expense for example, the purpose of the trip information then the estimate of traveler’s per diem and lodging, an additional line for Motor Pool anticipated expense and airfare/fee charges estimate or actual if known. When reconciling travel “Partial” reconciliation as expenses are posted to Account Postings in the Accounting Dashboard will be cleared against this travel forecast. Quantity: Enter “1” Unit: Enter “trip” Unit Price: Enter the estimate provided on the approved TA. Total: This field will auto calculate. Submit button: Press this button to submit the request to the business center Pending Purchase View. Go directly to the Pending Purchases View in Finance to complete the forecast process. Pending Purchase View, Finance Menu, Purchasing Submitted By: This field has the name of business center travel specialist. Submitted Date: This field is the date that the new purchase request was submitted by the travel specialist. Date Needed: This field is the start date of the approved travel. Vendor Name: This field is the name of the traveler, Last Name, First Name - Travel Total: This field can be an estimated or actual total. Requisition Number: This number is generated in CBS and is used as a department requisition number, formerly kept by departments in a separate system, and can be used as the invoice number when posting vendor IRIs in the AIS SCBAIMS system. Status: This field indicates the status of the request.

1. Details: This field allows the business center employee to view the purchase request record and accept the purchase to process and forecast to the account. The visible columns can be changed by right clicking on the hashtag by #Details. Bill, I don’t see a Save or Clear here like in the Dashboard. Should that be added? Purchase Request Record View Status Prepared: This status returns the purchase request to the department Preparer that created the record, most likely the travel specialist in the business center. Submitted: This is the status when the request is received at the business center. Accepted: Forecasts to account at this status: This status can be selected by the business center travel specialist from the email notification from CBS or from the pending list of purchases to process. Accepted status locks the purchase request so the original department employee cannot modify the record and the request will forecast to the account at this time. Out for Signature: This field is not used for this process. Processed: The business center travel specialist selects this status when they have completed the information required. Deleted: This status will archive the request in the processed purchases view as deleted.

Purchase Type (Only purchase types related to travel are included here) Travel Authorization: Forecasts to account; approved travel to be encumbered in the purchase module until the travel module is created. Reference Number: Enter the following information into this field: TA Number: The Requisition Number created by CBS is the TA number, see Requisition Number field below. TEV Number: Enter the Report ID for the TEV created in WSU eForms. Requisition Number: This number is generated in CBS and is used as the approved travel authority number eliminating the need for an additional numbering system. Requested By: This field will show the names of the business center employee that submitted the request through the Forms/New Request; most likely the travel specialist. Vendor Information: The traveler’s information entered by the travel specialist. Department: This field is the department the traveler is associated with. This field determines which business center the purchase request is submitted to for processing. Class Number: This field is not used for this process. Date Needed: This is the first date of travel as entered by the travel specialist. Contact Info: This field is not used for this process. Notes: The travel specialist entered this information from the approved TA when submitting the request. Catalog Number: This field was completed by the travel specialist when submitting the request. Description: This field was completed by the travel specialist when submitting the request. Quantity, Unit, Unit Price, Total: This field was completed by the travel specialist when submitting the request. Shipping, Tax, Total: This field was completed by the travel specialist when submitting the request. Rebuild Forecasts: Select this button to make a change to a purchase record after it has been marked processed. The original forecast will be replaced with the new forecast. (The forecast will be recorded in the Account Activity in the Accounting Dashboard menu.) Add File: Add files as needed.