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CollapseTo Begin a new Expense Sheet Approval Session, select the Approve Pending Expense Sheets option on the Dashboard, under the To Do heading. You will then be directed to the Load Options page to create a new Session.
If a session has already been Loaded, but not processed, that open session will be listed as an Outstanding Transaction, Load Options are bypassed when the Open session is loaded. Any additional items which may be pending receipt will not load to an Open Session.
Additional information for each of the transaction fields displayed within the approval session is available on the Expense Sheet page.
Expand /
CollapseClick to toggle the detail line display for the selected transaction.
RemoveSelect this button and click Save on the Document Toolbar to remove the Expense Sheet from the Approval session.
Sequential identification number automatically assigned by the system.
This read-only field will indicate if the transaction is an "Expense" and "Travel Request".
Name of employee whose costs are recorded on this expense sheet.
Type in or select from the Zoom Window a valid Organization Code. The location of the Organization field; header or line will depend on the 'Organization by Header' System Setting. This field will be required when the 'Enable Organization GL Integration' general System Setting is enabled.
The caption of this field can be changed via System Settings and is a free form text field.
Calendar date for the Expense Sheet.
Total of Quantity x Price for the Expense line items. When Multi-currency is licensed, Expense Sheets with multiple line currencies selected will display each currency total comma delimited with the associated currency symbol. This field will not be displayed if a 'Reimbursement Currency has been selected in System Settings.
Displays the total amount of the Expense that is reimbursable based on the selected Payment Methods at the line level. When Multi-currency is licensed, Expense Sheets with multiple line currencies selected will display each currency total comma delimited with the associated currency symbol.
This field is displayed in open Approval Sessions to indicate the specific Approval List associated to the approval requirement. If all lines for an Expense Sheet require approval from the same Approval List, it will be displayed at the Header. Otherwise, the Expense Sheet header will display 'Multiple' when the lines are associated with more than one Approval List.
This option becomes available when the 'Enable Ad Hoc Approval' System Setting has been activated to select a user to add to the current approval workflow. Only users that have been assigned permissions to the approval process in Security will be available for selection as an ad hoc approver. When a user is selected, they will be added to the approval workflow based on the approval action taken.
Upon processing the Approval Session, all lines marked for approval will be processed as approved and add the selected additional Approver as the next required approval step.
Lines marked for disapproval will add the selected additional Approver as a required approval step before the original Approver providing them the option to make their approval decision after this additional step.
Items left marked as 'Awaiting' when the session is processed will not assign an additional approval step and return the items to the existing approval queue.
note to Creator
Approve All
Disapprove All
Mark All Lines as Awaiting
This read-only field is updated when a command button is selected which changes the line item status values.
RemoveSelect this button and click Save on the Document Toolbar to remove a line item.
Note to Creator Approve Disapprove Awaiting
AttachmentsThe inline attachment viewer will be displayed on the right hand side of the page when enabled through System Settings. The Attachments pane will display header and line level files for the selected line. If multiple files are available to view, they can be selected using the drop down field which will display the description and file name for the attachment. Only supported file formats (i.e. PDF, BMP, GIF, EXIF, JPG, PNG and TIFF) are able to be displayed in the Attachments viewer.
Line ActionsOpen the Attendee page to allocate the expense line amount for Attendee Tracking. This button will only be available if the user has been assigned access to the 'Attendee' processing option in Security.
Only available when Expense is scripted against Accounts Payable.
Only available when Expense is scripted against Accounts Payable and the 'Enable Advanced Tax' System Setting has been disabled.
Only available when the user has been assigned permission to the Tax Detail processing option in Security, Expense is scripted against Accounts Payable and the 'Enable Advanced Tax' System Setting has been enabled.
