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
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 (Available in version 5.5 and up) |
Reimbursement>0 |
Selecting Reimbursement>0 will retrieve only the expense reports with a reimbursement equal to or greater than zero, depending on the selection (Available in version 5.5 and up) |
Report Currency |
Selecting report currency will retrieve only the expense reports with the selected currency |
Deleting Expense Reports
To delete an Expense Report:
- Search for the expense report(s) to be deleted as detailed in Expense Report Search above.
- Select the expense report(s) to be deleted.
- Click on Action.
- Click on Delete.
Sending E-mails
To send an e-mail to the expense report's author:
- Search for the expense report(s) to whose author an E-mail is to be sent as detailed in Expense Report Search above.
- Select the expense report to whose author will receive the E-mail.
- Click on Action.
- Click the Send Mail button.
- Click inside the Text Box, and key in the message.
- Click on Apply.
Validating Expense Reports
To validate an Expense Report:
- Search for the expense report to validate.
- Select the report to validate.
- Click on Action.
- Click on Validate.
Changing Status
To change an Expense Report's Status:
- Search for the expense report whose status is to be changed as detailed in the Expense Report Search above.
- Select the report(s) whose status is to be changed.
- Click on Change Status.
- Select the new Status from the drop-down .
- Click on Apply.
- Expense will generate a Change Status Report to inform the administrator whether the status change was performed and, if not, why not.
Routing Expense Reports
To route expense reports to an approver:
- Search for the expense reports to route. Expense reports have to be released, rejected, or approved. Open, closed or on Hold expense reports cannot be routed.
- Select the expense report(s) to route.
- Click on Action.
- Click on Approval Routing.
- Enter the Approver ID, mail option and message.
- Click on Route.
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 expense reports go to Manager A > then Manger B
Step 1: A user submits expense report and Manager A is now ready for approval
Step 2: Manager A approvers expense 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 Expense Report:
- Search for the expense report as detailed in the Expense Report Search above.
- Select the expense report.
- Click the arrow next to the Report button.
- Select the type of report to be generated:
- The Detail Report by Date will organize the expense report's contents by date.
- The Detail Report by Expense Type will organize the expense report's contents by expense type.
- The Detail Report for Submission will organize the expense report's contents by expense type and have a unique identifying bar code.
- 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.
- The Audit Report will display the date/time for expense entry and who entered the expense.
- View or Print the Report