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To perform an Expense Transactions Search:
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Click on Utilities.
Click Expense Transaction Search.
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To bring up all transactions in the system, click on the refresh icon on the bottom of the screen
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If there is a large amount of transactions, the system may ask you to limit your query.
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Filter your search results with the following criteria to the right under the Filter menu. If you do not wish to filter against certain criteria, leave it blank. You must make at least one selection.
The Transaction Search window appears, listing all of the transactions meeting the search criteria.
From this window administrators may view the transactions and other details related to the expense reports.
Below is the list of filter parameters that can be used duing the transaction search.
Field | Description |
|---|---|
Report ID | Selecting a Report ID will retrieve the expense report bearing this ID |
Description | Typing in the Description will retrieve the transactions bearing this description |
Employee | Selecting an employee ID or name will retrieve only the transactions of the selected employee |
Status | Selecting a status will retrieve transactions for expense reports having the selected status |
Report Type | Selecting a Report Type will retrieve all expense transactions of the selected report type |
Report Currency | Selecting a |
report currency will retrieve transactions having the selected currency | |
Date Range | Selecting a date range would retrieve transactions within the selected |
timeframe | |
Date From | The start date for the date range that will be retrieved |
Date To | The end date for the date range that will be retrieved |
Last Modified Date From | Filter results by starting date from which data entries have been last modified |
Last Modified Date To | Filter results by the ending date to which data entries have been last modified |
Min Amount | Selecting Min Amount will retrieve transactions starting from the specified amount |
Max Amount | Seleting Max Amount will retrieve transactions up to the Max Amount |
Place Name | Selecting a Place Name retrieves transactions charged to a specific place/location/city |
Source Currency | Selecting a Source Currency retrieves transactions of the selected local currency |
Expense Type | Selecting an expense type retrieves transactions of the selected expense category |
Payment Type | Selecting a Payment Type retrieves transactions with the selected payment type |
File Attachment | Selecting |
Yes or No, will retrieve only expense transactions that have or do not have file attachments; depending on the option selected | |
Attendees | Selecting |
Yes or No, will retrieve transactions with or without attendees depending on the option selected | |
Additional Information | Selecting Additional Information will retrieve |
transactions with or without additional information, depending on the selected option | |
Reimbursable>0 | Selecting |
Yes, will retrieve transactions that have reimbursable amount. Selecting |
“No” |
would retrieve transactions with no reimbursable amount | |
Level 1 | Selecting a Level 1 will retrieve transactions allocated to the selected Level 1 |
Level 1 Query | Allows search by WBS level 1 one additional query |
Level 2 | Selecting a Level 2 will retrieve transactions allocated to the selected Level 2 |
Level 2 |
Query | Allows search by WBS level 2 one additional query |
Level 3 | Selecting a Level 3 will retrieve transactions allocated to the selected Level 3 |
Level 4 | Selecting a Level 4 will retrieve transactions allocated to the selected Level 4 |
My Group | Selecting a group will retrieve thetransactions for the login user or for the user's team, department or proxy group |
Company | Selecting a Company will retrieve only the expense transactions for employees of the selected company |
Department | Selecting a department will retrieve only expense transactions of employees of the selected department |
Posted To | Selecting a Posted To will only show expense reports posted to that particular extract |
Post Date >= | Filter based on the postdate being greater than or equal to a specific date |
Post Date <= | Filter based on the postdate being less than or equal to a specific date |
Not Posted To | Selecting a Not Posted To will only show expense reports that have not been posted to that particular extract |
Batch No | Selecting a Batch Number will retrieve only the expense |
transactions from the selected batch |
Generating Reports
To generate a viewable/printable version of the Expense TransactionReport:
Search for the expense
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report as detailed in the
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Expense Report Search above.
Select the
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expense report.
Click the arrow next to
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the Report
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button.
Select the type of report to be generated:
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The Detail Report
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By Line will organize the expense report's contents by
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line item.
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The Detail Report
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By Day will organize the expense report's contents by
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date.
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The Detail Report for Submission will organize the expense report's contents by expense type and have a unique identifying bar code.
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The Detail Report by Page will present the expense report's contents in the order they were entered, with a separate page for distribution detail.
Audit Report will display the date/time for expense entry and who entered the expense.
Audit Report of Deletion will display the date/time for expense deletion and who deleted the expense.
Audit Report of Rejection will display the date/time for expense
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rejection and who
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rejected the expense.
Fax CoverSheetfor Receipts will display the fax number and barcode needed to fax receipts to expense reports
Receipt Audit Report will display a summary of audited receipts and expenses along with who did the audit and any auditor notes
View or Print the Report