Expense Transaction Search

Administrators can search individual expense transactions in the system, and speed their searches by filtering criteria.

Quick Overview

To perform an Expense Transactions Search:

Click on Utilities.
Click Expense Transaction 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.
The Transaction Search window appears, listing all of the transactions meeting the search criteria.

From this window administrators may view the transactions and other details related to the expense reports.

Below is the list of filter parameters that can be used duing the transaction search.

Field	Description

Field	Description
Report ID	Selecting a Report ID will retrieve the expense report bearing this ID
Description	Typing in the Description will retrieve the transactions bearing this description
Employee	Selecting an employee ID or name will retrieve only the transactions of the selected employee
Status	Selecting a status will retrieve transactions for expense reports having the selected status
Report Type	Selecting a Report Type will retrieve all expense transactions of the selected report type
Report Currency	Selecting a report currency will retrieve transactions having the selected currency
Date Range	Selecting a date range would retrieve transactions within the selected timeframe
Date From	The start date for the date range that will be retrieved
Date To	The end date for the date range that will be retrieved
Last Modified Date From	Filter results by starting date from which data entries have been last modified
Last Modified Date To	Filter results by the ending date to which data entries have been last modified
Min Amount	Selecting Min Amount will retrieve transactions starting from the specified amount
Max Amount	Seleting Max Amount will retrieve transactions up to the Max Amount
Place Name	Selecting a Place Name retrieves transactions charged to a specific place/location/city
Source Currency	Selecting a Source Currency retrieves transactions of the selected local currency
Expense Group	Selecting an expense group retrieves transactions within the selected expense group category
Expense Type	Selecting an expense type retrieves transactions of the selected expense category
Payment Type	Selecting a Payment Type retrieves transactions with the selected payment type
File Attachment	Selecting Yes or No, will retrieve only expense transactions that have or do not have file attachments; depending on the option selected
Attendees	Selecting Yes or No, will retrieve transactions with or without attendees depending on the option selected
Additional Information	Selecting Additional Information will retrieve transactions with or without additional information, depending on the selected option
Reimbursable>0	Selecting Yes, will retrieve transactions that have reimbursable amount. Selecting “No” would retrieve transactions with no reimbursable amount
Level 1	Selecting a Level 1 will retrieve transactions allocated to the selected Level 1
Level 1 Query	Allows search by WBS level 1 one additional query
Level 2	Selecting a Level 2 will retrieve transactions allocated to the selected Level 2
Level 2 Query	Allows search by WBS level 2 one additional query
Level 3	Selecting a Level 3 will retrieve transactions allocated to the selected Level 3
Level 4	Selecting a Level 4 will retrieve transactions allocated to the selected Level 4
My Group	Selecting a group will retrieve thetransactions for the login user or for the user's team, department or proxy group
Company	Selecting a Company will retrieve only the expense transactions for employees of the selected company
Department	Selecting a department will retrieve only expense transactions of employees of the selected department
Posted To	Selecting a Posted To will only show expense reports posted to that particular extract
Post Date >=	Filter based on the postdate being greater than or equal to a specific date
Post Date <=	Filter based on the postdate being less than or equal to a specific date
Not Posted To	Selecting a Not Posted To will only show expense reports that have not been posted to that particular extract
Batch No	Selecting a Batch Number will retrieve only the expense transactions from the selected batch

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 Line will organize the expense report's contents by line item.
- The Detail Report By Day will organize the expense 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 CoverSheetfor 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