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.
- 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 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 | 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 |
| 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 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 |
| Employee Type | Selecting an employee type will retrieve only expense reports created by the employee type |
Report Type | Selecting a Report Type will retrieve all expense reports of the selected report type |
| Expense Type | Selecting an Expense Type will retrieve all expense reports of the selected expense 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 |
File Attachment | Selecting Yes will retrieve only expense reports that have file attachments; selecting No 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 |
| Certification | Filter results by user certification |
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 |
| 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 |
Exception | Selecting an Exception will only show users with that exception status |
WBS Level 1 | Selecting a Level 1 code will only show expense reports with charges to selected Level 1 |
| WBS Level 1 Query | Allows search by WBS level 1 one additional query |
WBS Level 2 | Selecting a Level 2 code will only show expense reports with charges to selected Level 2 |
| WBS Level 2 Query | Allows search by WBS level 2 one additional query |
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 Yes, will retrieve transactions that have reimbursable amount. Selecting “No” would retrieve transactions with no reimbursable amount |
Report Currency | Selecting report currency will retrieve only the expense reports with the selected currency |
| Employee Attribute | Allows search for employee timesheets by an attribute assigned to an employee through Additional Fields |
| Attribute Value | Allows search for employee timesheets with a specific attribute value |
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 Expense Report.
- Enter a Note on why this report is being deleted.
- Click 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.
- Enter in a Note. This note will be included in the email that is being sent.
- Click Send.
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) with a status is to be changed.
- Click on Change Status.
- Select the new Status from the drop-down.
- Enter a Note regarding the status change
- 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.
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:
- 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 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 timesheet(s) are already in the approval process and a change is made to the approval structure, such as an approver was updated or an approver was removed, thus resulting a timesheet to be stuck in the approval limbo. First the approval structure needs to be updated, then the approval path will need to be refreshed for the corresponding timesheets. 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 an Expense Report:
Search for the expense report as detailed in the Vendor Expense Search above.
Select the expense report.
Click the arrow next to the Report button.
Select the type of report to be generated:
- Detail Report By Line will organize the expense report's contents by line item.
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 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