Administrators can search for expense reports in the system, and speed their searches by filtering criteria. Once the expense report is found, an administrator may view the report, delete it, change its status, send an E-mail to its author, or print it. Admin retrieves expense reports meeting all of the selected search criteria; selecting a report ID will override any other selection criteria.
Quick Overview
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To perform an Expense Report Search:
- Click on Utilities.
- Click Expense Report Search.
- To bring up all Expense Reports in the system, click on Apply in the Expense Report Query window. If there is a large amount of Expense Reports, the system will ask you to limit your query.
- To speed the search, filter the search by one or more criteria in the Expense Report Query window, then click on Apply.
- The Expense Report Search window appears, listing all of the expense reports meeting the search criteria.
From this window administrators may delete expense reports, change expense reports' statuses, send an E-mail to the expense report's author, or view and print the expense report.
Field | Description |
|---|---|
Report ID | Selecting a Report ID will retrieve the expense report bearing this ID |
Employee ID | Selecting an employee ID will retrieve only the expense reports of the selected employee |
First Name | Entering an employee's first name will retrieve only the reports of employees with that first name |
Last Name | Entering an employee's last name will retrieve only the reports of employees with that last name |
Start Date | The start date for the date range that will be retrieved |
End Date | The end date for the date range that will be retrieved |
Report Type | Selecting a Report Type will retrieve all expense reports of the selected report type |
Status | Selecting a status will retrieve only expense reports having the selected status |
Previous Status | Selecting a previous status will retrieve only the expense reports whose status immediately previous to their current status was the selected status |
Company | Selecting a Company will retrieve only the expense reports of employees of the selected company |
Department | Selecting a department will retrieve only expense reports of employees of the selected department |
Location | Selecting a location will retrieve only expense reports of employees of the selected location |
Validation Status | Selecting a validation status will retrieve only expense reports of the selected validation status |
Attachment | Selecting with attachments will retrieve only expense reports that have file attachments; selecting without attachments will retrieve only expense reports that do not have any file attachments |
Process Status | Selecting a Process Status will retrieve all expense reports bearing the selected status |
My Group | Selecting a group will retrieve the reports for the login user or for the user's team, department or proxy group |
Posted To | Selecting a Posted To will only show expense reports posted to that particular extract |
Not Posted To | Selecting a Not Posted To will only show expense reports that have not been posted to that particular extract |
Exception | Selecting an Exception will only show users with that exception status |
Level1 Code | Selecting a Level 1 code will only show expense reports with charges to selected Level 1 |
Level2 Code | Selecting a Level 2 code will only show expense reports with charges to selected Level 2 |
Approver | Selecting a approver will retrieve only expense reports where the selected approver approved or approves for |
Vendor | Selecting a vendor will retrieve only vendor payments reports for selected vendor |
Batch No | Selecting a Batch Number will retrieve only the expense reports from the selected |
batch | |
Reimbursement>0 | Selecting Reimbursement>0 will retrieve only the expense reports with a reimbursement equal to or greater than zero, depending on the |
selection | |
Report Currency | Selecting report currency will retrieve only the expense reports with the selected currency |
Deleting Expense Reports
To delete an Expense Report:
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