Spend Extension Schema

Spend User Extension

The Spend User Extension provides the basic properties of a Spend Identity.

Name	Type	Format	Description
`reimbursementCurrency`	`string`	-	Required Valid three digit or letter currency code in the list of system reimbursement currencies. Length: 3 characters
`reimbursementType`	`string`	-	The reimbursement type for the user. Supported values: `ACCOUNTS_PAYABLE`, `ADP_PAYROLL`, `CONCUR_PAY`, `OTHER`. Not a Required field type, but if used, please notes `ADP Extension` if the `ADP_PAYROLL` reimbursement method type is specified in this field. Note: For Standard entity, please also send in Custom21.
`ledgerCode`	`string`	-	Ledger code to associate with the user. Maximum Length: 20 characters
`country`	`string`	-	Required Valid ISO 3166 country code. Length: 2 characters
`budgetCountryCode`	`string`	-	Valid ISO 3166 country code for Budget. Length: 2 characters
`stateProvince`	`string`	-	Valid ISO sub country code. Example: `WA`. Length: 2 characters
`locale`	`string`	-	Required Valid locale from the list of configured locales as defined in [RFC5646]. Example: `en-US`. Length: 5 characters
`cashAdvanceAccountCode`	`string`	-	Valid cash advance account code. Maximum Length: 20 characters
`testEmployee`	`boolean`	`true`/`false`	A Boolean value indicating whether the user is a test user. Can’t be modified after the user is created. Can only be set at creation.
`nonEmployee`	`boolean`	`true`/`false`	A Boolean value indicating whether the user is a non-employee.
`biManager`	`UserReference`	-	The employee ID of the Reporting Manager. Must be existing employee ID or in current import. No circular reporting among users, field is nulled if logic in error.
`biHierarchy`	`BiHierarchy`	-	The object contains the long code and the sync guid of the last list item in Reporting Hierarchy.
`customData`	`CustomData`	-	The Custom Data associated with this user.

BIHierarchy

BIHierarchy is the object that contains the long code and the sync guid of the last list item in Reporting Hierarchy.

Name	Type	Format	Description
`code`	`string`	-	The long code of the last list item in Reporting Hierarchy.
`syncGuid`	`string`	-	The sync guid of the last list item in Reporting Hierarchy.
`href`	`URL`	-	The URI to the last list item in Reporting Hierarchy.

Custom Data

Custom Data is the object used as the value of customData in the Spend User Extension.

NOTE: The associated type or field of the custom data needs to be checked from the forms and fields.

Name	Type	Format	Description
`id`	`string`	-	`custom1` - `custom22`, `orgUnit1` - `orgUnit6`
`value`	`string`	-	Value of the custom field. For list = List Item Code.

ADP Extension

ADP Extension provides the ADP setting associated with a Spend Identity.

NOTE: ADP Extension should only be used when reimbursementType is specified as ADP_PAYROLL.

Name	Type	Format	Description
`adp`	`ADP`	-	ADP settings for a Spend User.

ADP

ADP is the object that defines the properties for the ADP settings and used in the ADP extension.

Name	Type	Format	Description
`companyCode`	`string`	-	Required The company code for the Spend User within ADP.
`deductionCode`	`string`	-	Required The deduction code for the Spend User within ADP.
`employeeFileNumber`	`string`	-	Required The identifier for the Spend User within ADP, also known as the Employee File Number.

Approver Extension

Approver Extension provides the approvers associated with a Spend Identity.

NOTE: In order to be assigned as an approver, the user must have the corresponding value of spend role for each product. Refer to Spend Role Extension for how to assign a spend role.

Name	Type	Format	Description
`report`	`SpendApprover`	-	A user’s expense report approvers.
`cashAdvance`	`SpendApprover`	-	A user’s cash advance approvers.
`request`	`SpendApprover`	-	A user’s request approvers.
`invoice`	`SpendApprover`	-	A user’s invoice approvers.
`purchaseRequest`	`SpendApprover`	-	A user’s purchase request approvers.
`statement`	`SpendApprover`	-	A user’s statement approvers.
`budget`	`SpendApprover`	-	A user’s budget approvers.

Spend Approver

Spend approver is the object for representing an approver which is used in the Approver Extension.

Name	Type	Format	Description
`approver`	`UserReference`	-	Required The `UserReference` of the approver.
`primary`	`boolean`	`true`/`false`	Required If `true`, the associated user is primary approver. NOTE: Only `Report` and `Request` support non-primary approver.

Approver Limit Extension

Approver Limit Extension provides the approver limits associated with a Spend Identity.

Name	Type	Format	Description
`costObjectApprover`	`SpendApproverLimitConfig`	-	The user’s cost object approver’s approver limits.
`authorizedApprover`	`SpendApproverLimitConfig`	-	The user’s authorized approver’s approver limits.

Spend Approver Limit Config

Spend approver limit config is the object that represents an approver limit that is used in the Approver Limit Extension.

Name	Type	Format	Description
`approvalType`	`string`	`report`/`payment`/`request`/`purchaseRequest`	Delegate options for changing Expense, Invoice, Request, or Purchase Request.
`exceptionApprovalAuthority`	`boolean`	`true`/`false`	Indicate whether this approval config has the exception authority.
`approvalLimit`	`double`	-	The upper bound of the approval authority.
`reimbursementCurrency`	`string`	-	Valid three digit currency code in the list of system reimbursement currencies.
`approvalGroup`	`string`	-	Group to be associated with the approval rights; if blank, resolves to the global group.
`level`	`integer`	-	The approval level of the user. This denotes the sequential order in which the user(s) will approve the report or request.

Each user must have the corresponding role/permission to configure the approver limit properly.

ApprovalType	Role
`report`	`EXP_APPROVER`
`request`	`REQ_APPROVER`
`purchaseRequest`	`INV_PURCH_REQ_APPROVER`
`payment`	`INV_APPROVER`

Delegate Extension

Delegate Extension provides the delegates associated with a Spend Identity. Delegates are individuals acting on behalf of a named list of specific users.

NOTE: In order to be delegated as a delegate, the user itself must have the same corresponding value of spend role for each product as the user delegated for. Refer to Spend Role Extension for how to assign a spend role.

Name	Type	Format	Description
`expense`	`SpendDelegate`	-	The user’s expense delegates.
`payment`	`SpendDelegate`	-	The user’s payment delegates.
`purchaseRequest`	`SpendDelegate`	-	The user’s purchase request delegates.

Spend Delegate

Spend delegate is the object that represents a delegate that is used in the Delegate Extension.

Name	Type	Format	Description
`canApprove`	`boolean`	`true`/`false`	If `true`, the delegate can approve.
`canPrepare`	`boolean`	`true`/`false`	If `true`, the delegate can prepare.
`canPrepareForApproval`	`boolean`	`true`/`false`	If `true`, the delegate can prepare for approval.
`canReceiveApprovalEmail`	`boolean`	`true`/`false`	If `true`, the delegate can receive approval emails.
`canReceiveEmail`	`boolean`	`true`/`false`	If `true`, the delegate can receive emails.
`canSubmit`	`boolean`	`true`/`false`	If `true`, the delegate can submit.
`canSubmitTravelRequest`	`boolean`	`true`/`false`	If `true`, the delegate can submit travel requests.
`canUseBi`	`boolean`	`true`/`false`	If `true`, the delegate can use BI.
`canViewReceipt`	`boolean`	`true`/`false`	If `true`, the delegate can view receipts.
`delegate`	`UserReference`	-	The `UserReference` to the delegate.
`temporaryDelegation`	`TemporaryDelegate`	-	Determines if delegate can temporarily approve.

Temporary Delegate

Temporary delegate is the object that defines the temporary start date and end date’s delegate permission.

Name	Type	Format	Description
`temporaryDelegationFromDate`	`string`	-	Valid ISO 8601 Date and time. Start date for delegate’s temporary approval permission. Example: 2020-09-20T22:35:36.532Z
`temporaryDelegationToDate`	`string`	-	Valid ISO 8601 Date and time. End date for delegate’s temporary approval permission. Example: 2030-12-20T22:35:36.532Z

Spend Role Extension

Spend Role Extension provides the spend roles associated with a Spend Identity.

Name	Type	Format	Description
`roles`	`Role`	-	Expense roles for a Spend User.

Role

Role is the object that defines the spend role and groups, which is used in the Spend Role extension.

Each group-based role in the system is assigned to a specific feature hierarchy that is defined by a customer list. Each roleGroup represents the assignment of the specified role to a particular node of that hierarchy and each group-based role can be assigned to one or more nodes.

Since hierarchies are defined by a connected list, the individual roleGroup node is defined by the list item codes concatenated by a hyphen. For example, if the feature hierarchy list is configured with the structure "Research and Development(R&D) -> Quality Assurance(QA) -> Expense Team(Exp)", the value of the roleGroups is "R&D-QA-Exp".

The structure of the hierarchy for a given role can be viewed by navigating to the “Permissions Administrator” screen. There are two modes for navigating and assigning roleGroups: Default and Named Groups. The mode to be used is based on the “Use Named Groups” site setting.

By default, the hierarchy structure is navigable via a tree control, and each node of the tree is available for assigning a role. With the “Use Named Groups” feature turned on, only nodes that have been “named” in the Group Configurations screen are available for Role assignment. See documentation on Named Groups for more information on this feature.

Name	Type	Format	Description
`roleName`	`string`	-	Required Spend role for a Spend User.
`roleGroups`	`string array`	-	Required Group(s) to be associated with the Spend role.

NOTE: Please refer to the Spend Role Codes page for the available value of roleName.

User Preference Extension

User Preference Extension provides the properties of user’s preference associated with a Spend Identity.

Name	Type	Format	Description
`showImagingIntro`	`boolean`	`true`/`false`	If `true`, displays imaging introduction. Default: `true`
`expenseAuditRequired`	`string`	-	Expense audit is required. Supported values: `NEVER`, `REQUIRED`, `ALWAYS`
`allowCreditCardTransArrivalEmails`	`boolean`	`true`/`false`	If `true`, allows credit card transaction arrival notification emails. Default: `true`
`allowReceiptImageAvailEmails`	`boolean`	`true`/`false`	If `true`, allows credit card transaction arrival notification emails. Default: `true`
`promptForCardTransactionsOnReport`	`boolean`	`true`/`false`	If `true`, displays a prompt for company card transactions when creating a new report. Default: `true`
`autoAddTripCardTransOnReport`	`boolean`	`true`/`false`	If `true`, adds company card transactions within trip dates to one (1) click expense report.
`promptForReportPrintFormat`	`boolean`	`true`/`false`	If `true`, displays a prompt for the report format before printing.
`defaultReportPrintFormat`	`string`	-	Default expense report print type. Supported values: `RECEIPTS`. `DETAILED`, `FAX`
`showTotalOnReport`	`boolean`	`true`/`false`	If `true`, displays report totals on detailed report.
`showExpenseOnReport`	`string`	-	Show expenses on detailed report. Supported values: `ALL`, `PARENT`, `NOTHING`
`showInstructHelpPanel`	`boolean`	`true`/`false`	If `true`, displays instructional help. Default: `true`
`useQuickItinAsDefault`	`boolean`	`true`/`false`	If `true`, uses quick itinerary as default.
`enableOcrForUi`	`boolean`	`true`/`false`	If `true`, enables OCR for UI.
`enableOcrForEmail`	`boolean`	`true`/`false`	If `true`, enables OCR for Email.

Invoice Preference Extension

Invoice Preference Extension provides the properties of user’s invoice preference associated with a Spend Identity.

Name	Type	Format	Description
`emailOnPurchasingAssigned`	`boolean`	`true`/`false`	If `true`, send email when a request is assigned to purchasing.
`emailOnPurchasingSendBack`	`boolean`	`true`/`false`	If `true`, send email when a request is sent back from purchasing.
`emailOnFaxImageAvailablePaymentRequest`	`boolean`	`true`/`false`	If `true`, send email when a fax image is available for a payment request.
`promptNewLineItemsPaymentRequest`	`boolean`	`true`/`false`	If `true`, prompt a user with a window to create new line items when creating a new payment request.
`displayInlineImage`	`boolean`	`true`/`false`	If `true`, display Image Inline.
`autoOpenImage`	`boolean`	`true`/`false`	If `true`, auto Open Image.

Workflow Preferences Extension

Workflow Preference Extension provides the properties of user’s workflow preference associated with a Spend Identity.

Name	Type	Format	Description
`emailStatusChangeOnCashAdvance`	`boolean`	`true`/`false`	If `true`, an email is sent when the cash advance status changes. Default: `true`
`emailAwaitApprovalOnCashAdvance`	`boolean`	`true`/`false`	If `true`, an email is sent when a cash advance is awaiting approval. Default: `true`
`emailStatusChangeOnReport`	`boolean`	`true`/`false`	If `true`, an email is sent when the report status changes. Default: `true`
`emailAwaitApprovalOnReport`	`boolean`	`true`/`false`	If `true`, an email is sent when a report is awaiting approval. Default: `true`
`promptForApproverOnReportSubmit`	`boolean`	`true`/`false`	If `true`, a prompt for approver is displayed when submitting a report. Default: `false`
`emailStatusChangeOnTravelRequest`	`boolean`	`true`/`false`	If `true`, an email is sent when the travel request status changes. Default: `true`
`emailAwaitApprovalOnTravelRequest`	`boolean`	`true`/`false`	If `true`, an email is sent when a travel request is awaiting approval. Default: `true`
`promptForApproverOnTravelRequestSubmit`	`boolean`	`true`/`false`	If `true`, a prompt for approver is displayed when submitting a travel request. Default: `false`
`emailStatusChangeOnPayment`	`boolean`	`true`/`false`	If `true`, an email is sent when the payment status changes. Default: `true`
`emailAwaitApprovalOnPayment`	`boolean`	`true`/`false`	If `true`, an email is sent when a payment is awaiting approval. Default: `true`
`promptForApproverOnPaymentSubmit`	`boolean`	`true`/`false`	If `true`, a prompt for approver is displayed when submitting a payment. Default: `false`
`emailOnPurchaseRequestStatusChange`	`boolean`	`true`/`false`	If `true`, an email is sent when the purchase request status changes. Default: `true`
`emailOnPurchaseRequestAwaitApproval`	`boolean`	`true`/`false`	If `true`, an email is sent when the purchase request is awaiting approval. Default: `true`
`promptForPurchaseRequestApproverOnSubmit`	`boolean`	`true`/`false`	If `true`, a prompt for approver is displayed when submitting a purchase request. Default: `false`

User Reference

User Reference is the object that defines the identifier fields of a User.

Name	Type	Format	Description
`value`	`string`	`uuid`	The unique universal identifier of the Spend User.
`employeeNumber`	`string`	-	The employee number of the Spend user.