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.
To bring up all transactions in the system, click on the refresh icon on the bottom of the screen
If there is a large amount of transactions, the system may ask you to limit your query.
To speed the search, filter the search by one or more criteria in the Filter window on the right of the screen, then click on Apply.
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 |
|---|---|
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 repor currency will retrieve transactions having the selected currency |
Date Range | Selecting a date range would retrieve transactions within the selected timefram |
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 |
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 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 File attachment option will retrieve only expense transactions that have or do not have file attachments; depending on the option selected |
Attendees | Selecting Attendees will retrieve transactions with or without attendees depending the option selected |
Additional Information | Selecting Additional Information will retrieve transacitions with or without additional information, depending on the selected option |
Reimbursable>0 | Selecting Reimbursable>0 will retrieve transactions that have reimbursable amount. Selecting Reimbursable>0 “No” option 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 Quey | 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 |
Batch No | Selecting a Batch Number will retrieve only the expense transactios from the selected batch |
Generating Reports
To generate a viewable/printable version of the Expense Transaction:
Search for the expense transaction as detailed in the table above.
Select the transaciton
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