Vendor Expense Search allows administrators to search vendor reports on the detail level vs on the report level which can be done through Expense Report Search.
To perform an Vendor Expense Search:
Expand Utilities.
Click Vendor Expense Search.
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.
From this window administrators may delete vendor reports, change vendor reports' statuses, send an E-mail to the vendor report's owner, or view and print the vendor report.
Field | Description |
|---|---|
Report ID | Entering a Report ID will retrieve the vendor report bearing this ID |
Employee | Selecting an employee ID will retrieve only the vendor 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 |
Vendor | The vendor field with a drop-down option allows you to select a vendor or you can type in part of the name or ID for the search to bring back values that match. This limits your search to one vendor. |
Vendor | Entering in a portion of the vendor name will do a search on similar name. This allows you to search on multiple vendors with similar names. |
Invoice No | Enter in the vendor invoice number or a portion of the number |
Date Range | Select a quick data range option from the drop down |
Status | Selecting a status will retrieve only vendor reports having the selected status |
Date From | Select a specific start date to filter your results |
Date To | Select a specific end date to filter your results |
Last Modified From | Filter results by starting date from which data entries have been last modified |
Last Modified To | Filter results by the ending date to which data entries have been last modified |
Company | Selecting a Company will retrieve only the vendor reports of employees of the selected company |
Department | Selecting a department will retrieve only vendor reports of employees of the selected department |
Location | Selecting a location will retrieve only vendor reports of employees of the selected location |
Validation Status | Selecting a validation status will retrieve only vendor reports of the selected validation status |
File Attachment | Selecting ‘Yes’ will retrieve only vendor reports that have file attachments Selecting ‘No’ will retrieve only vendor reports that do not have any file attachments |
WBS Level 1 | Selecting a Level 1 code will only show vendor reports with charges to selected Level 1 |
WBS Level1 Query | Enter in the full Level 1 code or if you want to retrieve based on a portion of the code add a * at the end |
WBS Level 2 | Selecting a Level 2 code will only show vendor reports with charges to selected Level 2 |
WBS Level 2 Query | Enter in the full Level 2 code or if you want to retrieve based on a portion of the code add a * at the end |
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 vendor reports posted to that particular extract |
Not Posted To | Selecting a Not Posted To will only show vendor reports that have not been posted to that particular extract |
Approver | Selecting a approver will retrieve only vendor reports where the selected approver approved or approves for |
Batch No | Selecting a Batch Number will retrieve only the vendor reports from the selected batch |
Employee Type | Selecting an employee type will retrieve only vendor reports created by the employee type |
Report Type | Selecting a Report Type will retrieve all vendor reports of the selected report type |
Previous Status | Selecting a previous status will retrieve only the vendor reports whose status immediately previous to their current status was the selected status |
Report Currency | Selecting report currency will retrieve only the vendor reports with the selected currency |
Country | Select a country to retrieve vendors in that specific country |
State ID | Select a state to retrieve vendors in that specific state |
Traveled City | Type in a city to retrieve vendors in that specific city |
Address1 | Type in a vendor address to retrieve vendors in that specific address |
Zip Code | Type in a zip code to retrieve vendors in that specific zip code |
Deleting Vendor Reports
To delete an Vendor Report:
Search for the vendor report(s) to be deleted as detailed in Vendor Expense Search above.
Select the vendor report(s) to be deleted.
Click on Action.
Click on Delete Expense Report.
Enter a Note
Click Delete
Sending E-mails
To send an e-mail to the vendor report's author:
Search for the vendor report(s) to whose author an E-mail is to be sent as detailed in Vendor Expense Search above.
Select the vendor report to whose author will receive the E-mail.
Click on Action.
Click the Send Mail button.
Enter in a Note. This note will be included in the email that is being sent.
Click on Send.
Validating Vendor Reports
To validate an Vendor Report:
Search for the vendor report to validate.
Select the report to validate.
Click on Action.
Click on Validate.
Changing Status
To change an Vendor Report's Status:
Search for the vendor report whose status is to be changed as detailed in the Vendor Expense Search above.
Select the vendor report(s) with a status that needs to be changed.
Click on Change Status.
Select the new Status from the drop-down.
Enter a Note regarding the change of status
Click on Save.
Expense will generate an Action Result pop-up window which will inform the administrator whether the status change was performed and, if not, why not.
Routing Vendor Reports
To route vendor reports to an approver:
Search for the Vendor reports to route. Vendor reports have to be released, rejected, or approved. Open, closed or on Hold expense reports cannot be routed.
Select the timesheet(s) to route.
Click Action
Click the Approval Routing button
Manager Name: Select the name of the approver to route to
Append Flag
Append: Adds the new approvers to the existing list of approvers without replacing or removing any existing approvers
Replace: If selected, the entire approval structure will be replaced, and the approver being routed to will have the final approval
Send e-mail: Choose whether or not to e-mail the new approver.
Notes: Enter any notes regarding this approval routing
Click Apply
Refresh Approval Structure
Refresh Approval Structure is used when report(s) are already in the approval process and a change is made to the approval structure. By refreshing the approval structure of report(s) the approver(s) will be added/removed without resetting the current approval queue.
Example:
Approval structure: Released vendor reports go to Manager A > then Manger B
Step 1: A user submits vendor report and Manager A is now ready for approval
Step 2: Manager A approvers vendor report
Step 3: Manager B is ready for approval.
Step 4: Administration wants to add Manager C to the approval structure. To add Manage C without resetting the Manager A's approval the "Refresh Approval Structure" would be used.
Select the report(s) that need a refresh of approval structure.
Select Action
Select Refresh Approval Structure
Generating Reports
To generate a viewable/printable version of the Vendor Report:
Search for the vendor report as detailed in the Vendor Expense Search above.
Select the vendor report.
Click the arrow next to the Report button.
Select the type of report to be generated:
The Detail Report By Line will organize the vendor report's contents by line item.
The Detail Report By Day will organize the vendor report's contents by date.
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 rejection and who rejected the expense.
Fax Cover Sheet for 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