As an approver if If you want to exclude an expense and or expense expenses from a report you have the ability to move charges to a report that will be place 'On Hold'. This will allow the rest of the report o to be approved and processed without having to reject the entire report.
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Note: To have the option to move charges:
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- To access the Move Charges to Report option during the approval process you must be in the report. Click access the report by clicking on the report ID in the approval queue to access the full view of the report.Select the expense line you wish to move to a separate report.
- Click on ACTIONS
- Click on MOVE CHARGES TO REPORT
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4. A wizard will appear.
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Check the box next to the charge(s) you would like to move and click NEXT.
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5. In this next step you will select which report the charge(s) will move to. In most cases this will go a new report.
Select an expense report - This will almost always be 'Create New Expense Report'. The only time you will have an option to chose another selection is if a report was previously created to move line for this specific expense report.
Panel Example:
Report 4358 was open previously and one line was moved to If an expense was moved from report 4358 to newly created report 4360.
The report was saved but not approved. The approver comes back and moves more lines. In Later another expense from report 4358 needs to be moved, in this case report
1550 4360 will be available in the 'Select an expense report' drop down.
NOTE: Only one report can be linked to the new report that will be placed on hold. <Report 4360 can only contain expenses moved from report 4358>
- New Report Title - This will default to the current reports title.
- To - This will default to the report owner. By default the 'Send Email' option is checked. This will send an email to the user with the message in the next field.
- Message - Enter in a message to the user to notify them that expense(s) have been moved and the reason why.
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6. Click on NEXT.
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7. Charges will be moved and notification of which charge(s) were moved to the new report. The new report number will be provided in the message.
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8. Click FlNISH
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9. In the original report the moved transaction(s) will no longer
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show.
When the user goes back to the expenses they will see the original report and the new report that was created. The new report will be put into the In the report owners expenses list there a new report will show with a status of 'On Hold'. The original report will also be linked.
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