Expense reports validation

DMF

1908** WEB PORTAL EXPENSE REPORTS VALIDATION EXPENSE REPORTS VALIDATION

190801 WEB PORTAL EXPENSE REPORTS VALIDATION MY TEAM

190802 WEB PORTAL EXPENSE REPORTS VALIDATION MY TEAMS

Important

This feature requires the following feature flag: Portail Collaborateur domain > Employee Manager Expenses label.

When an employee makes an expense report from the Employee portal or from the Desktop Application, the manager must then process the employee's request in order to validate or reject it.

The details of the expense report can be displayed before the manager validates or rejects it. Depending on their responsibilities, managers can validate the expense reports of multiple teams or even validate their own expense reports.

Expense reports validation are managed from the Manager module > Expense reports menu.

Important

If adding a receipt was set up as required for one or multiple of the expense types used in the expense report, there is a check during the validation. The expense report cannot be validated if required receipts are missing. However, it is still possible to reject it.

Important

The approval of an expense report containing several lines must be validated or rejected in its entirety. You cannot approve only one line and reject another line from this menu. To reject a line in an expense report, see Denying a request.

Depending on the processes used in the company, an expense report could have to be completed by the employee before it is transferred for validation.

Unfold an employee to display all their expense reports.

At any time, click on next to the search field to update the list displayed.

DMF

190805 WEB PORTAL EXPENSE REPORTS VALIDATION VALIDATE NON-COMPLETED EXPENSE REPORT
1 From the header of the expense report in List view, click on Validate.
2 Click on Yes.

The expense report is validated.

1 From the header of the expense report in List view, click on in the Actions column.

A window opens.

2 Add a Comment.
3 Click on Validate.

The expense report is denied.

Prerequisite: The expense report must be in Accepted or Denied State.

1 From the header of the expense report in List view, click on Cancel validation.
2 Click on Yes.

The validation or rejection is canceled. The expense report is back to its initial state.

Note

The cancellation is only available for validated or rejected expense reports.

Prerequisite: At least one Expense reports or List of expense reports report template type must be set up.

Note

Printing can only be done from the List view.

1 From the header of the desired expense report in List view, click on on the right.
2 Select the printing Template in the drop-down list, then choose the printing format.

The formats available depend on the report templates set up from the Desktop Application.

3 Check the Include receipts box if you want to include the receipts linked to the expense report in the printed document.
4 Click on Validate.

The expense report is published and saved on your computer.

In the Expense reports menu, each expense corresponds to a line in an expense report.

In the List view, an expense line has the following information:

  • The expense date, type, allocation and amount (the type label is replaced by the comment if one was added).
  • The icon set up for the expense type.
  • Different icons can be displayed on the left of the expense amount:
    • - When it is required to add a receipt for the expense type, this icon indicates that a required receipt is missing.
    • - Indicates the expense has one or multiple receipts, with the number of receipts showed in a badge.
    • - Indicates the expense was paid with a business card.
    • - Indicates the expense was denied.
    • - Indicates that the employee logged in has created the expense twice.
    • - Indicates that several employees have created the same expense.
    • - Indicates that the employee has created their expense on a day not worked.
    • - Indicates that the employee has created their expense on a day with a leave request.

In Table view, in the Indicator column of the expense line, different icons can be displayed:

  • - Indicates that the employee logged in has created the expense twice.
  • - Indicates that several employees have created the same expense.
  • - Indicates that the employee has created their expense on a day not worked.
  • - Indicates that the employee has created their expense on a day with a leave request.

A new expense can be created with the + Expense button.

Reference

For more information about creating expenses, see By creating a new expense.

An expense cannot be moved, duplicated or deleted from the Manager menu.

When an expense report contains multiple lines, it is possible to navigate between the expense lines of the expense report.

From the Expense reports menu in List or Table view, click on on a expense line to open the details then click on the and arrows in the header of the form to navigate between the expenses.

From the Expense reports menu:

  • In List view, click on in the expense line to open the receipt linked to the expense.
  • In List or Table view, click on in the expense line to open its details the click on the desired receipt.

The preview of the linked receipts is displayed in a separate window on the left of the expense details. The following actions are available from this window:

  • View the different receipts using the left and right arrows.
  • Download the receipts.
  • Zoom in and zoom out on a receipt.
  • Rotate the document preview to the left .
  • Delete a receipt.

Click on to close the preview window.

DMF

2901** MAIN PORTAL DOCUMENTS *

290101 MAIN PORTAL DOCUMENTS DROP DOCUMENT

290102 MAIN PORTAL DOCUMENTS MODIFY

290103 MAIN PORTAL DOCUMENTS DELETE

In the header of the expense report in List view, click on the icon allows you to display the documents and receipts linked to an expense report.

1 Click on the icon in the header of the expense report to add a linked document.
2 Drag and drop the document to link in the Add document / URL area.

The document is linked to the expense report.

It is also possible to make several actions from the linked documents list, by clicking on the icon next to the desired document:

  • Download - Allows you to download the document on the computer. This option is only available if the document is not a hypertext link. The document can also be downloaded directly by clicking on the name of the document if it is not an image, a PDF or a hypertext link.
  • Open link - Allows you to open the hypertext link in a new tab. This option is only available if the document is a hypertext link.
  • Unlink - Allows you to remove the document from the issue. The document is no longer linked to the issue but the document's record sheet associated is kept in Akuiteo. Unlinking a document requires the 290102 MAIN PORTAL DOCUMENTS MODIFY DMF.
  • Delete - Allows you to delete the document. The document record sheet associated is also deleted from Akuiteo. Deleting a document requires the 290103 MAIN PORTAL DOCUMENTS DELETE DMF.

The expenses added can be modified at any time as long as they are included in a current expense report.

To modify an expense from the Expense report menu in List or Table view, click on from the expense line.

The expenses in an expense report can be denied by a manager from the Manager module > Approvals menu. The approved expenses are refunded but the denied expenses are not taken into account in the total refunded amount of the expense report.

The line of a denied expense is displayed in red with the icon.

Resuming an expense

A denied expense can be resumed, that is to say the expense will be added to the latest current expense report. The employee can then modify the information needed and submit the expense again so it can be refunded.

1 From the List view, click on from the rejected expense line.
2 Confirm.

The expense is added to the latest current expense report.

Dropping an expense

A denied expense can be dropped, in other words, the employee agrees with the expense denial and that it will not be refunded.

1 From the List view, click on from the rejected expense line.
2 Confirm dropping.

The expense is still rejected but it can no longer be resumed.

DMF 190807 WEB PORTAL EXPENSE REPORTS VALIDATION MODIFY REFUNDED THRESHOLD

Prerequisite: The expense report must not be validated.

In the expense type setup, a threshold by expense and/or a daily threshold can be specified (see Setting up refund thresholds). When this threshold is exceeded on an employee's expense, the amount past the threshold is not refunded.

If needed, the threshold by expense can be increased on an exceeded expense in order to allow the refund beyond the threshold.

Note

If the threshold is ignored for the expense report profile of the employee, the expense can excess this threshold (see Entering general information and contact details).

1 From the List view, click on from the expense line.

The Authorize exceeding threshold window opens.

2 Specify the new Authorized threshold to apply for this expense.
3 Click on Validate.

The specified threshold is applied on the expense and the refunded amount is recalculated.

DMF

190509 WEB PORTAL EXPENSE REPORTS CHANGE EMPLOYEE (THAT I MANAGE)

190510 WEB PORTAL EXPENSE REPORTS CHANGE EMPLOYEE (ALL EMPLOYEES)

An expense can be created for another employee in order to add it to the employee's adequate expense report.

A DMF is required depending on the desired employee:

  • 190509 WEB PORTAL EXPENSE REPORTS CHANGE EMPLOYEE (EMPLOYEES MANAGED BY ME ONLY) to specify an employee of whom you are the manager.
  • 190510 WEB PORTAL EXPENSE REPORTS CHANGE EMPLOYEE (ALL EMPLOYEES) to specify any employee, irrespective of their manager.
1 From the Expense reports menu, click on the + Expense button at the right of the screen.
2 From the form, specify the Employee for whom you want to create the expense.
3 Specify the other information and add the desired receipts (see Adding expenses to an expense report).
4 Click on Save.

The expense is added in the relevant employee's adequate expense report.

If a manager has the necessary rights or if the rights have been delegated, it is possible to select another manager in the Expense reports screen in order to validate expense reports for this manager. Delegations are managed from the Desktop Application in My Akuiteo > My delegations.

Example

The manager of the A department is on holiday from February 1 to 15. During this period, the rights are delegated to the manager of the B department.

When the manager of the B department connects to the portal, he can access the feature for changing managers. The manager can select the manager of the A department to validate the expense reports of the A department.

1 From the Expense reports screen, click on at the top right of the screen.

A window opens.

2 Select the manager then click on Validate.

The validation menu displays the expense reports to be validated by the selected manager so the connected user can validate these expense reports for the manager. The name of the selected manager is added next to the icon.

To remove this manager, click on the icon associated with the manager's name, on the top right of the screen.