Conference 7.286::digital

    There is a fabulous electronic expense report application called
    EXPENSE. Pay a visit to the GUIDUK::EXPENSE conference (KP7 or Select
    to add it to your notebook, of course) and get a copy.

    Yeah, I noticed it.  I also noticed a field called "Center of Control"
    and considered putting "Maynard" in it, but figured I needed the money
    more than a bounced expense report.
    
    Bob

    Yeah, I noticed the crazy math that they now have on the expense
    vouchers.
    
    I also noticed that the online electronic expense voucher system is still
    unable (for some strange reason) to print a voucher that is composed of
    two sheets glued together, so as to form a pocket to hold the receipts,
    car form etc...
    
    I tried sending in the electronic form, with receipts stapled to it,
    and it was rejected.....so I printed it the next time, and went through
    the effort ot tape the two sides, back to back...
    
    a real time-saver....oh well.. at least the system adds for me...
    
    gil
    

>>    I tried sending in the electronic form, with receipts stapled to it,
>>    and it was rejected.....so I printed it the next time, and went through
>>    the effort ot tape the two sides, back to back...


Will they accept receipts in an envelope which is stapled to the voucher?
 

    Yes...staple the two sheets together with an envelope containing all
    attachments and they seem quite content ("[taping] the two sides, back
    to back"--arggh!)

If you have a PrintServer printer (LPS40, LPS20, or LPS32) that has 
B-sized paper (or A3 for ISO size users), you can print the front and back
of the form on one sheet, then fold it in half and only have to tape up
the sides to make an envelope.

$ print/param=(sheet_size=B,pages_size=a,number_up=2,data=post) <yourvouch>.PS

$ print/param=(sheet_size=A3,pages_size=A4,number_up=2,data=post) <yourvouch>.PS

    I have *never* had a problem with simply attaching my receipts with a
    paper clip.  I have never made a pocket of any sort.  Obviously, it is
    not a problem at the highest levels; therefore, you must have some
    local people that are saying "We've never done it that way before,
    hence it must be wrong".  I am a devoted disciple of the EXPENSE
    program and have converted many people in this office.  So more people
    than just me are sending in receipts either paper-clipped or stapled to
    the voucher.
    
    tgc

    I just take the two sheets of paper, run them through a copier
    that converts to double sided, staple an envelope to it, 
    and have had no problems!  Just make sure you sign the
    copy, not the origional.  They don't seem to like copied 
    signatures!! :)
    
     2
    D

The doublesided copy works for me...

Anyone rejecting your form, and requesting that you do something as labor 
intensive as making pockets out of it is simply a bureaucrat, impeding progress
and adding cost, and should be bowled over at the earliest possible moment.

IM (very!) HO    8^)

Bob

    If you have a printer that prints two sides just specify the parameter
    side=tumble in the parameter string. Voila... no paper waste.
    
    -db-

    I just put the receipts in a standard Expense voucher envelope and
    staple the printout from the EXPENSE program to the front of the
    regular voucher envelope. This process has worked very well, and has
    helped me to be much more productive.

I am only a temp, but even I can see that one way to save Digital THOUSANDS
of $$ would be to place your receipts in an envelope and store them in a 
file folder for some specified period of time.  You would then submit the
voucher electronically to your boss who could review it on-line to make sure
that your expenditures are within the company guidelines.  He would approve (or
not) and, with a couple of keystrokes, send it to the FMC for payment.

But, I can hear you asking, what about FRAUD??  Well, first of all, I think
that most people are basically honest, and that the manager probably has some
feel for who can be trusted.  Secondly, I would maintain the audit function,
triggered both randomly and upon some preset selection criteria.  You would then
be required to produce your receipts for verification.

The idea of at least four people physically handling each voucher, to say 
nothing of the load on the interoffice mail system, is stone-age.  Given the
lunacy of the current system, the fact that you need a discussion of how
to utilize the new "semi-automatic" vouchering system does not surprise me.

-jer

We have been doing it this way for some time.  
    
    Larry


                  I N T E R O F F I C E   M E M O R A N D U M

                                        Date:     06-May-1992 08:41am PST
                                        From:     AMY HILES
                                                  HILES.AMY
                                        Dept:     Field Service
                                        Tel No:   

TO: See Below

Subject: The "Offical" Expense procedures!                                      

         Hi All,
         
         I spoke with TRAVELETER this morning regarding the new 
         on-line vouchers.  There have been an abundance of questions! 
         The Official word is...
         
         Printing requirements: 
         
         	1) Traveletter needs both of the Vehicle Expense 
         	copies that come out when you request a print
         	2) When you request it to print on the LPS you will 
         	receive both a full size copy and a reduced size.  One 
         	is for Traveletter the other for the administrators' 
         	copies (I will give back a copy to those that ask for 
         	one) 
         
         Assembly requirements:
         
         	1) Front copy of EEV (staple used check stud to left     
         	   center front so name, and CC are visible)
         	2) Back side of EEV
         	3) One copy of the Vehicle form
         	4) Receipts (if a multiple of small unmanagable ones, 
         	   place them in a sealed envelope) include unused     
         	   Traveletter checks with the receipts
         	5) Second copy of Vehicle form 
         	6) Attach personal check (when needed) to very back
         
         All of the above is attached by a single staple!  So the 
         total in staple only adds up to two.
         
         Hand this package and the reduced copies to me so that I can 
         get approvals and signatures.  If you would like a copy for 
         your own files, I will make a copy of the reduced and return 
         it to you in your mailbox.  Please write "COPY" in the upper 
         right hand corner of the reduced.  Remember that you always 
         have a copy of these expenses in your on-line directory.  I 
         keep the reduced copy of expenses in a file in my office, 
         also.
         
         If there is are any questions please let me know.  This new 
         system is designed to take up less of your time and of my 
         time.  
         
         Regards,
         Amy

Distribution:
 
TO:  Remote Addressee                     ( BAMBRICK.WILLIAM @SZO )
TO:  Remote Addressee                     ( BOSWELL.BRUCE @SZO )
TO:  JILL BRENNAN                         ( BRENNAN.JILL )
TO:  Remote Addressee                     ( BROMAN.RANDY @SZO )
TO:  Remote Addressee                     ( GARRISON.NANCY @SZO )
TO:  Remote Addressee                     ( amy hiles @szo )
TO:  Remote Addressee                     ( HUDSPETH.WILLIAM @SZO )
TO:  Remote Addressee                     ( JENNINGS.DONALD @SZO )
TO:  PAUL JEZOWSKI                        ( JEZOWSKI.PAUL )
TO:  Remote Addressee                     ( JOHNSON.LEEANN @SZO )
TO:  PETER LESTER                         ( LESTER.PETER )
TO:  Remote Addressee                     ( MARTIN.COLLEEN @SZO )
TO:  THEODORE MCNICHOL                    ( MCNICHOL.THEODORE )
TO:  JACK MORRIS                          ( MORRIS.JACK )
TO:  Remote Addressee                     ( MUNOZ.ANNE @SZO )
TO:  Remote Addressee                     ( PARK.DENISE @SZO )
TO:  Remote Addressee                     ( SINGER.THOMAS @SZO )
TO:  Remote Addressee                     ( SOORENKO.FELICE @SZO )
TO:  Lawrence Wakeman                     ( WAKEMAN.LAWRENCE )
 
    

That's one version of the "Official Response" as dictated by a local 
administrator.   There are other versions in use in other areas, and 
a lot of what .13 describes is local value added.

We have the worlds largest private non-military data network.  Too bad we
don't use it for real, instead of just for notes!

Bob

    Yeah, I'm into something light, like expenses.  I can't read some of
    these topics anymore for a while.
    
    I too am all for the great GUIDUK Expense program, and it caught on
    like wildfire in our ssup group and some salespeople even use it :>) .. 
    anyway, our "people" are into envelopes, of course, and when I looked
    at the cost of  ... like an envelope about 1/2 size of 8.5 * 11 so you
    could stuff the stupid car reports in there at least, along w/receipts
    and checks and voided travelletters, and stuff .. well the cost was
    really small (ordered in bulk of ~ 100 or 500).
    
    Then, I wondered how much it cost Digital to print the 'old' EEVs with
    the carbon sheet and the back page, etc.  Probably a pretty penny !
    When we tried to research the cost of these to our cost center, there
    was no cost associated !  I may be wrong, but the company prints the
    EEVs itself, and does not charge CCs for using them.  Therefore, the
    false economy (CCs will use a 'no charge' form, vs. ordering one from
    the office supply catalog) is perpetuated in the interest of "saving
    money".  
    
    I mumbled back to my cube .. un-surprised, but sort of deflated.  So,
    even for those envelope-happy FMCs around, there *is* a less expensive
    way to the company.  I hope they start charging the CCs for the EEVs,
    so we can all make a smarter decision, and more people will go on-line
    too, saving themselves and the administrators lots of time.
    
    IMHO <= i like this.  also, my .03 <= is this a conceited version ?

I'm not sure I understand the economy of these electronic forms...

Right now, I keep the paper voucher in my briefcase...  As I run up an expense,
I drop it in the envelope and/or write it on the front.  I can do this on the
plane, in my hotel, no problem...
 
End of the week (or whenever I get into the office), I simply total the 
columns (takes a whole minute)... and hand it to may secretary.

What this electronic thing seems to imply, is that I have to be at the office
to get my expenses lined up, I have to save all the information some place
else so I'll have the priviledge of transcribing it into the computer again
later, and I gotta screw with tape or finding an envelope!

All this so I can save $1 form and a minute to add up the columns?

I haven't run a detailed analysis here, but my gut feel is the benefit to
electronic forms does not seem to be the wonder item that seems to be implied...

/mike (who's annoyed that they're taking his PLan A away, but hey, it's one
less form)

As I sit here banging in my negative thought from my DEC320p personal notebook
electronic device!

A wonderchild idea just hit me!

If they came up with a Mobiler-esque travelletter program that ran on the PC
(without need of modem) and then let you beam it up to the ALL-IN-1 system
later on (and handled getting it into whatever exepense format, etc) then
95% of my objections would be overcome...

Now if only I could program one of these damn Pee-Cees...

/mike (who feels better now)

    Well, if you can find an MS-DOS compiler for PL/1 (which appears to be
    the language it's written in) you'd have the battle half-done.
    
    The other half is dealing with the FMS calls... (good luck!)
    
    Dick

    EXPENSE is written in BASIC using SMG for screen I/O.  I don't know
    what VOUCHER is written in.
    
    tom_p

Voucher is written in PL/I and uses FMS for the Forms package.
I prefer the VOUCHER front end but it doesn't support the Vehicle
Expense Summary.  

When on a business trip, all my receipts go into the Ticket Envelope
as I usually forgot to bring along a voucher.  That and my math is
terrible, I need a computer to do the math.

The Voucher people do have a prototype for electronic submission.
They are also examining the printing of Barcode on the back of the
form so that the FMC people can just swipe the forms.

From Voucher Help:

  The_Guilty_Parties


                       Midnight Oil Productions presents

                                    VOUCHER

                               brought to you by
                              DECwest Engineering
                             Bellevue,  Washington

        Concept, Design, and Implementation . . . . Carey Fujii
        Documentation . . . . . . . . . . . . . . . Bill Muse
        Automated Petty Cash Extension  . . . . . . Kathryn Ormiston
        Key Best Boy Dolly Grip Assistant . . . . . Boy George
        Costumes  . . . . . . . . . . . . . . . . . Barney's of Bellevue

                  Original Soundtrack available on DECca CD

                -- Coming soon:  VOUCHER II... Jason Lives --

    I thought some of you might be interested in what I am proposing to a
    customer.  Basically its to have an electronic expense form, and then
    using imaging for the receipts.  So the user fills in the expenses,
    then scans in the receipts, and 'attaches' the scanned images to the
    form.  The form is electronically routed and approved, and then
    interfaced automatically to the accounting system (on IBM) 
    to post the expenses to the various accounts.  The images would be
    archived on optical disk for long term retention.  The benefits include
    reduced costs and reduced cycle times.  It's also seen as a reusable
    application for other forms routing requirements.
    
    The project would be based on Digital's teamlinks and teamroute
    software, with customization and development.  So it includes all the
    latest technical 'client server' goodies.  Laptops are a little
    trickier, you can install teamlinks and teamroute on a laptop, and run
    standalone, and then integrate fax gateways for your images.
    
    If the customer buys it, do you think we can sell it back to Digital.
    
    First time ever notes user.
    
    Howard Tanzman

> I prefer the VOUCHER front end but it doesn't support the Vehicle
> Expense Summary.  

I have a Vehicle Expense Summary prototype up and running.  I'm re-designing
how expense data is stored so it will store historical data for reference
purposes.  It's real close.  If you're interested, stay tuned in
DECWET::VOUCHER for more information.

    re .21
    "do you think we could sell it back to DEC?"
     
    Probably not, for one or more of the following reasons;
     
    Note non-US readers can hit next unseen now.
     
    1) One of our CSO's, Computron, has much of what you want and is
    co-selling they're software with our hardware now. Computron is
    big into financial applications and imaging.
     
    2) The US Internal Revenue Service demands paper, not imaged receipts,
    for umpty years of audit potential.
     
    3) There is a project underway now, called CAFE, that has much of
    what you want. It is an internal project, but if you could put some
    real customer dollars into it, and it could meet the customer specs,
    then everybody wins.
     
    4) There are already VOUCHER, TSM, and other internal packages that
    meet some or all of your needs.
     
     
    If you need contacts for either Computron or CAFE, just send me some
    mail at AKOFIN::GLEASON
     
    regards
    Bob G.
    

    A new version of the EXPENSE program (V 2.15) is now available.  

	+-------------------------------------+
	|         PLEASE NOTE:                |
	|                                     |
	| This is NOT the same program as     |
	| the VOUCHER program referenced in   |
	| note .22 & .20                      |
	+-------------------------------------+

EXPENSE has been used by over 6000 employees on over 800 computers within 
Digital.


EXPENSE V 2.15:

 1) accommodates the new Digital reimbursement policy for personal
    use of the company car (PLAN A) on a per MILE basis (personal use
    of the company car on a per WEEK basis is still available).

 2) has two new DATE menu choices to allow for DATE :
       a) selection for all weeks  *SINCE*  the last printout. 
       b) selection for the *SAME*  weeks as the last printout.

    NOTE: This feature will not operate correctly until AFTER the next
    time a PRINT menu choice has been selected.

  3) has "Modem" option in the FILE menu. If selected, will provide
    faster terminal output for modem users.


More information on EXPENSE V 2.15 can be found in note 4.* of the 
GUIDUK::EXPENSE notes conference.

Regards,
Paul Smith
GUIDUK::SMITH
DTN 545-4333

V 2.15 can be obtained by:

	A) If you are running the program from a shared system account,
		FORCE system, or from an ALL-IN-1 account, then 
		you need to contact the program installer (i.e. your system
		manager) to have this version of EXPENSE installed
		on your system.  Contact your system manager for the
		proper method of running EXPENSE (known as EXPCAR on some
		systems).

	B) ONLY if you are running the EXPENSE program from an executable
		image in your own account, should you:
		$COPY GUIDUK::EXPENSE.EXE  EXPENSE.EXE
		$RUN  EXPENSE


< - > < - > < - > < - > < - > < - > < - > < - > < - > < - > < - > < - > 

More details for PLAN A (company car) users, other users can exit now.

< - > < - > < - > < - > < - > < - > < - > < - > < - > < - > < - > < - > 

REASON:

    The main reason for this new version is to accommodate the new
    Digital reimbursement policy for personal use of the company car
    (PLAN A) on a per MILE basis (personal use of the company car on a
    per WEEK basis is still available).


PREVIOUSLY POLICY:

    Previously the reimbursement policy is for the employee to 
    reimbursement Digital $30.00 for each WEEK the employee used the
    PLAN A company car.  This assume that the employee is using the
    car for normal personal use (like commuting to work) and business
    purposes (like harassing IBM sales persons).

    EXPENSE uses the PLAN A  menu choice of "Amount owed Digital per
    week" to handle this policy.



NEW POLICY:

    The new reimbursement policy is for the employee to reimbursement
    Digital xx cents for each MILE the employee uses the PLAN A company car
    for personal use.

    EXPENSE V 2.15 uses the PLAN A  menu choice of "Amount owed
    Digital per mile" to handle this policy.



CHANGING FROM PREVIOUSLY POLICY TO NEW POLICY:

    To change from the current policy to the new policy you need to
    find two facts:  
	1) The Saturday of the starting week when of new
    	   policy begins (this example assumes it is 02-Jan-93) 
	2) "Amount owed Digital per mile" for YOUR car (this example 
	   assumes  22 1/2 cents).


    Then run EXPENSE V 2.15

    a) Select that week on the DATE menu (single week, not multiple
       weeks) with Saturday of 02-Jan-93) 
    b) Set "Amount owed Digital per week" to 0.00 
    c) Set "Amount owed Digital per mile" to 0.225


    If you know 1) and 2),  you can do the above three steps in
    December, and EXPENSE will use the old policy in December and will
    automatically start the new policy in January.


    NOTE: If you wish, "Amount owed Digital per mile" and "Amount owed
    Digital per week" can both be turned on simultaneously (possible
    future policy ?? ).



ALSO: Starting with V 2.15 for PLAN A users.

    "Amount owed Digital per week" is no longer a REQUIRED entry.
    "Amount owed Digital per mile" is a REQUIRED entry.

    Therefore, the first time you run EXPENSE V 2.15.  EXPENSE
    will REQUIRED the per mile entry to be made.  If the current week ending 
    date is before the effective date of the new policy, enter zero for 
    "Amount owed Digital per mile".

    re .24
    	Have you made any changes for those of us who are no longer
    eligable fo company cars? We need a way to charge DEC $.225 per mile 
    for all the company miles we put on our own car. (about 400 per month
    in my case, just under the 500 limit) It shure would be nice no to have
    to go back to filling out the forms by hand.
    Thanks
    Jeff Filer

    re .26
    	Thanks, I will try that.
    Jeff Filer
    

    Since the Company is FORCING everyone to PCs would it be possible to
    get a version of EXPENSE that runs on a PC?  I would, and I know of a
    number of others that would like to do this on a plane or in a hotel
    room (not logged into any VAX).
    
    	thanks	
     kam

    I've seen excel templates that look exactly like a expense voucher.
    I'll dig around and see if I can locate it.
    
    

re Note 2102.28 by TENNIS::KAM:

>     Since the Company is FORCING everyone to PCs ...

        Ah, are you in the same company?  We in software engineering
        have been experiencing a series of ever more restrictive
        rules on PC and PC software purchasing.  Compared to a year
        ago we are being discouraged from going to PCs.

        Bob

    re: 28,
    
    Bill,
    
    This is discussed in GUIDUK::EXPENSE. Apparently, someone in
    DIS/IM&T/CNS/whatever-it-is-this-week is working on a PC front-end for
    EXPENSE (you'll still need the VAX on the backend, I think).
    
    - Larry.

    What Company are you in?  I'm in Digital Equipment Corporation and I
    assume you are since you have access to this Conference.  This year 
    they gave me a DECpc 320p with MS Word, Excel, and Powerpoint.

    For every PC purchase we bundle in Lotus Suite.  Every secretary
    that I know of in my area and in New England are getting PCs.  They all
    opted for pcs and most got rid of the VAX workstations.

    A majority of Presentations that I'm receiving are in Powerpoint.  When
    I'm granted access to a presentation its via PATHWORKS file services to 
    some Powerpoint file.

    What is the status on DECwrite and DECpresent?  

    When was the last time you saw a secretary get a VAX workstation?  When was
    the last time you saw anyone get a VAX of any kind?  I haven't seen it in 
    my area.  I'm about the only one in my building that is still using VAXes 
    directly.  

    The migration is here.  If you haven't seen it I'd wake up and smell
    the coffee.  Speculate when you expect a secretary to get an Alpha
    Workstation?  I'd guess-timate - about never.  What products will they
    run on it?  Oh! that product - you can do it cheaper on a pc.

    What basic day-to-day applications do we have?  ALL-IN-1 - use TeamLinks
    and a pc......

    What software engineering group are you in?  I'm not trying to be negative
    but I see this happening all over the place.  We're not even using our own
    products anymore.  How do we expect our sales people to sell our products
    if once again we don't give them access to it....

    Some memo floated around that by 1997 we would be 70 NT-based in revenues.
    I'd guess this would be indicative of the products that we would be using
    internally.

    Your organization is being more restrictive about pc and pc sw purchases!?
    Well its about time.  But I bent its not because you're to use our own 
    products. They're just holding down expenses.

    I already submitted an idea to DELTA, and this was 2 years ago, that we 
    should be using our products first and where there is no Digital or 
    adequate Digital product go elsewheres.  I didn't get much encouragement 
    there.  And you can see.  We're continuing to use others.

    I use VAXes and ONLY Digital Products, however, part of my continuing 
    education is to be pc literate.

    We need to get Management to understand that we sell what we use and let's
    have it made by Digital even though it's not ONE or TWO in the Industry.
    Let's make it Number TWO.  Avis does a good job of being Number TWO!!!

    Also,  all this has been beaten to death in the DECwrite Conference.

>    We need to get Management to understand that we sell what we use and let's
>    have it made by Digital even though it's not ONE or TWO in the Industry.

This is backwards - we should not be building it if we AREN'T actively trying
to be #1 or #2.  Too many organizations inside DEC have thrived on "captive
internal markets" rather than really competing in the marketplace, and that's
one of the many reasons we aren't competitive today.  It is imperative we put
resources into things where we really can excel and not squander precious
resources on non-competitive efforts if we expect to succeed in the future.

>    Let's make it Number TWO.  Avis does a good job of being Number TWO!!!

There's nothing inherently wrong with being number 2.  However, if you only
try to be #2, you're actually likely to wind up 5th or 6th behind those that
were trying to be #1...

    To get this string back on track.... ;-)
    
    Here's where to find the Excel voucher program.
    
    Harry
    ............................................................................
    
          <<< VMSMKT::$1$DIA3:[NOTES$LIBRARY]IBMPC_SHAREWARE.NOTE;2 >>>
                   -< Shareware for IBM PC and compatibles >-
================================================================================
Note 1151.12             EXPENSE VOUCHER FOR PC / LAPTOP                12 of 13
DECWET::SCHREIBER "NT Systems/DECwest"               20 lines  25-NOV-1992 12:58
                       -< Voucher spreadsheet location >-
--------------------------------------------------------------------------------
    The DEC US expense voucher for Excel V4 can be found at:
    
    UNIVAX::/usr/msdos/arc/excel/dvchus21.zip
    
    To copy the file to a VMS system:

$ SPOOL COPY UNIVAX::"/usr/msdos/arc/excel/dvchus21.zip" dvchus21.zip
    or
$ EXCH /NET /TRAN=BLOCK UNIVAX::"/usr/msdos/arc/excel/dvchus21.zip" dvchus21.zip

    To ULTRIX:
    
# dcp -i UNIVAX::/usr/msdos/arc/excel/dvchus21.zip dvchus21.zip

    To a PC:

C:> NFT COPY /BLOCK univax::/usr/msdos/arc/excel/dvchus21.zip dvchus21.zip
    
    Before you use the spreadsheet you must install the 'digital' truetype
    font that is included in the zip file.

This is kind of interesting.  They cancel our products and now we can't even
get a replacement.

From:	DOHENY::DOHENY::MRGATE::"BLONDY::A1::SDCISO" 16-DEC-1992 12:08:47.45
To:	TENNIS::KAM
CC:	
Subj:	IMPORTANT NOTICE REGARDING CANCELLATION OF INTERNAL ORDERS             1

From:	NAME: SDCISO @WMO                   
	FUNC: SSB/ORDER ADMINISTRATION        
	TEL: DTN 241-3023 OR 508-874-3023     <SDCISO AT A1 AT WMO>
To:	See Below

Author:	SDCISO @WMO                   
Date:	16-Dec-1992
Posted-date: 16-Dec-1992
Subject: Third Party Software Products



 Dear Software Customer,


 The purpose of this letter is to inform you that effective immediately we 
cannot support your internal request for third party software. Any order that 
has not shipped from the SSB as of 12/16/92 will be canceled.

 This action is a result of a memo from Jack Smith in regards to discretionary 
spending.

 Any further orders requiring third party software must have written  Vice 
President approval.  Any questions regarding this letter can be addressed by 
calling our Customer Assistance Representatives at DTN 241-3023.


			Sincerely,

			Software Supply Business

    To paraphrase an old saying:
    
    "The day you get VPs signing $50 orders your Company is in deep doo-doo"
    
    Laurie.

	This Company is in deep doo-doo.

							mike

Ah, but the good news is.....

We have more then enough VP's to handle all the requests.

;-)

    It certainly isn't fun being one of those who has to return
    reqs unprocessed.....