Security and
Setup
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The Expense Approval application allows the approver to review individual Expense Reports that have been submitted for Approval. Expense Reports are approved one at a time, but can be viewed for a specified date range. The approver can be a designated expense report approver for the employee or it can be the employee's supervisor as defined in security.
The purpose of the Expense Approval is to allow an approver to view their employee's Expense Reports, make comments and/or approve or deny the Expense Report. Once the Expense Report is approved, it can no longer be modified.
Once the employee has submitted their Expense Report, it will become available in the Expense Approval application. In addition to the current approval process, Expense Report approvl can now be done from any device, outside of the Webvantage or Advantage modules.
Click here to review the alternative process for approving expense reports.
Select the Employee button on the Main Menu and select the Expense Approval button.
When the Expense Approval screen is accessed, the Start Date and End Date will default to the last dates that were searched. The Employee will default to 'All' and the Approval Status of Pending and Denied will be pre-selected.
If Expense Approval was accessed through an alert, the Start and End Date will default to the date of that Expense Report record.
Start Date - Enter or select from the Calendar lookup the starting date for the Date Range.
End Date - Enter or select from the Calendar lookup the ending date for the Date Range.
Employee - Select an employee, from the dropdown, of the records to be view.
Only employees assigned to the user will be available.
An Employee cannot select themselves to approve their own expense report.
Approval Status - Select the Approval Status for the records to be viewed by checking the Pending, Denied and/or Approved checkbox.
When all criteria have been selected, click the Search/Find button on the toolbar. The Expense Reports that have been submitted for approval, and meet the selection criteria, will be displayed.
Employee Name - The Employee's name of whose Expense Report is being viewed.
Invoice Number - The Invoice Number of the Expense Report.
Report Date - The date of the Expense Report.
Description - The description of the Expense Report.
Comments (icon) - Click the Comment icon to view the comments entered for the expense report (details section in the expense report header section). Display only.
Total Expense - Displays the total amount of all expense line items for the Expense Report.
Total Payable - Displays the total amount due for the Expense Report (Total Expenses minus Credit Card Amount Due).
Status - The current approval status for the Expense Report. This field is available for editing. Options available are Approved, Pending and Denied.
Download Receipts - Click on the Download Receipts (D) icon to open the Receipts window and display all Receipts uploaded for the Expense Report.
The receipts can be downloaded by selecting the checkbox to the left of the document and clicking Download Receipts.
Add Comment - If the document is a PDF type document, the option to view or add comments to the uploaded file is available by clicking the Comment icon, located in the last column.
The Comment icon only displays if receipts have been uploaded to the Expense Report.
Receipts that are marked as 'Private' are available for viewing/downloading by the approver, regardless of Security settings.
Multiple documents' comments can be opened at the same time to compare images/documents side by side.
View Receipts - Click on the View Receipts (V) icon to open the View Report panel. This feature allows you to page through and view all of the uploaded receipts or print a report that includes all of the receipts in a single document.
Approval Comments - Displays the Approver's Approval comments for the Expense Report. This field is available for editing.
Use the grab handle in the lower right corner to adjust the size of the Approval Comments textbox.
To view individual Expense Report detail information, click on the Expand icon, located in the beginning of the row. To view all of the Expense Reports' detail information at the same time, click the Expand button on the toolbar. Expanding the Expense Report will display the following detail information:
Item Date - The date of the Expense item.
C/D/P - The Client/Division/Product (code) of the job associated to the Expense Report.
Job/Component - The Job/Component's number and description associated to the Expense Report.
Function/Category - The Function or Category entered for the Expense Report.
Quantity - The quantity of the Expense item.
Rate - The rate for the Expense item.
Amount - The total amount of the Expense item.
CC - Indicates, with a green check mark, if the Expense item was applied to a credit card.
Non Billable - Indicates, with a green check mark, if the Expense item is a non billable item.
Total Payable - The total amount due for the Expense item (Amount minus Credit Card Amount Due).
Description - Displays the description that was entered for the Expense item.
To collapse the Expense Report detail information, click the Collapse icon or click on the Collapse button on the toolbar.
Once the Expense Report has been reviewed, an Approval Status can be selected and related comments can be entered.
Approved - The Expense Report entered is Approved. Once the Expense Report has been approved, the Expense Report can no longer be altered.
Denied - The Expense Report entered is Denied. If the Expense Report has been denied, the employee can edit the record by clicking on the Un-submit button within Expense Report.
Pending - All Expense Report that have been Submitted are placed in a Pending Approval Status. The Expense Report will remain in a Pending Approval status until it is either Approved or Denied.
There are multiple ways that the Approval Status can be set to an Expense Report.
Mark All - To change the Approval Status for all Expense Report displayed, select the Approval Status from the dropdown on the toolbar, click the Mark All button and click the Save button. This will change all Expense Report that are displaying to the desired Approval Status.
Mark Checked - To change the Approval Status for selected Expense Report; select the individual Expense Report by checking the checkbox for each Expense Report, located in the front of the Employee's name. Select the Approval Status from the dropdown on the toolbar, click the Mark Checked button and click the Save button. This will change the selected Expense Report to the desired Approval Status.
Individual Status - To change individual Expense Report to different Approval Statuses at the same time, change the Approval Status at the Expense Report level and click the Save button.
Enter Approval Comments to an Employee Expense Report (Approved, Denied and/or Pending) in the Approval Comments textbox. When completed, click the Save button.
To adjust the size of the Approval Comment textbox, use the grab handle in the lower right corner.
To send an alert notification back to the employee, select the Expense Report by checking the checkbox for each Expense Report, located in front of the Employee's name and clicking the Alert button in the toolbar. A link is included in the Alert to the employee that will open the Expense Report application for that day.
Clicking on the Alert button will also save all Approval Status changes and Approval Comments entered prior to sending the Alert.
Security and
Setup