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:

  1. Click on Utilities.
  2. Click Expense Report Search.
  3. 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.
  4. To speed the search, filter the search by one or more criteria in the Expense Report Query window, then click on Apply.
  5. 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:

  1. Search for the expense report(s) to be deleted as detailed in Expense Report Search above.
  2. Select the expense report(s) to be deleted.
  3. Click on Action.
  4. Click on Delete.

Sending E-mails

To send an e-mail to the expense report's author:

  1. Search for the expense report(s) to whose author an E-mail is to be sent as detailed in Expense Report Search above.
  2. Select the expense report to whose author will receive the E-mail.
  3. Click on Action.
  4. Click the Send Mail button.
  5. Click inside the Text Box, and key in the message.
  6. Click on Apply.

Validating Expense Reports

To validate an Expense Report:

  1. Search for the expense report to validate.
  2. Select the report to validate.
  3. Click on Action.
  4. Click on Validate.

Changing Status

To change an Expense Report's Status:

  1. Search for the expense report whose status is to be changed as detailed in the Expense Report Search above.
  2. Select the report(s) whose status is to be changed.
  3. Click on Change Status.
  4. Select the new Status from the drop-down .
  5. Click on Apply.
  6. Expense will generate a Change Status Report to inform the administrator whether the status change was performed and, if not, why not.

Note: An Expense report cannot be changed to a "Draft" or "On Hold" status if it has already been posted.

Routing Expense Reports

To route expense reports to an approver:

  1. 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.
  2. Select the expense report(s) to route.
  3. Click on Action.
  4. Click on Approval Routing.
  5. Enter the Approver ID, mail option and message.
  6. 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.

Generating Reports

To generate a viewable/printable version of the Expense Report:

  1. Search for the expense report as detailed in the Expense Report Search above.
  2. Select the expense report.
  3. Click the arrow next to the Report button.
  4. Select the type of report to be generated:
  5. View or Print the Report