Vendor Expense Search

Owned by Young White (Deactivated)
Last updated: Nov 11, 2024 by Ernesia Toney
5 min read

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:

  1. Expand Utilities.

  2. Click Vendor Expense Search.

  3. 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

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

Approval Queue Status

Retrieves vendor reports with approvals in specific statuses, such as 'Ready,' 'Done,' or 'Not Ready,'

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:

  1. Search for the vendor report(s) to be deleted as detailed in Vendor Expense Search above.

  2. Select the vendor report(s) to be deleted.

  3. Click on Action.

  4. Click on Delete Expense Report.

  5. Enter a Note

  6. Click Delete

Sending E-mails

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

  1. Search for the vendor report(s) to whose author an E-mail is to be sent as detailed in Vendor Expense Search above.

  2. Select the vendor report to whose author will receive the E-mail.

  3. Click on Action.

  4. Click the Send Mail button.

  5. Enter in a Note. This note will be included in the email that is being sent.

  6. Click on Send.

Validating Vendor Reports

To validate an Vendor Report:

  1. Search for the vendor report to validate.

  2. Select the report to validate.

  3. Click on Action.

  4. Click on Validate.

Changing Status

To change an Vendor Report's Status:

  1. Search for the vendor report whose status is to be changed as detailed in the Vendor Expense Search above.

  2. Select the vendor report(s) with a status that needs to be changed.

  3. Click on Change Status.

  4. Select the new Status from the drop-down.

  5. Enter a Note regarding the change of status

  6. Click on Save.

  7. 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:

  1. 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.

  2. Select the timesheet(s) to route.

  3. Click Action

  4. 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

  5. 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:

  1. Search for the vendor report as detailed in the Vendor Expense Search above.

  2. Select the vendor report.

  3. Click the arrow next to the Report button.

  4. Select the type of report to be generated:

    1. The Detail Report By Line will organize the vendor report's contents by line item.

    2. The Detail Report By Day will organize the vendor report's contents by date.

    3. Audit Report will display the date/time for expense entry and who entered the expense.

    4. Audit Report of Deletion will display the date/time for expense deletion and who deleted the expense.

    5. Audit Report of Rejection will display the date/time for expense rejection and who rejected the expense.

    6. Fax Cover Sheet for Receipts will display the fax number and barcode needed to fax receipts to expense reports

    7. Receipt Audit Report will display a summary of audited receipts and expenses along with who did the audit and any auditor notes

  5. View or Print the Report

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