Managing expenses in approval requests

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

From the Approvals menu, 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.

DMF 190903 WEB PORTAL APPROVALS MODIFY EXPENSE

For an expense report or an expense to be approved, it is possible to modify an expense of an employee who is part of the connected manager's team before approving the expense. All the rules, all the expense report profiles and all the refund thresholds applied are the ones set up for the employee who made the expense report.

1 Click on in the Actions column on the expense line.

The detail of the line opens.

2 Modify the desired information.
3 Click on Save.

The expense has been modified.

Important

This feature is only available for approvals of expense reports by object. If approvals are set up by line, expenses are approved or denied in the same way as the other objects (see Approving or denying management object).

When an expense report linked to the approval request is to be approved, some expenses can be rejected. An expense report can be approved even if some expenses are rejected. This way, approved expenses can be refunded and denied expenses will not be taken into account when calculating the total amount to be refunded to the employee.

An expense on a custom request cannot be rejected.

Example

The expense report of an employee contains a wrong expense, for example a travel expense that was not for business purposes. However, all the other expenses in the expense report can be refunded.

In this case, the manager can approve the expense report and deny the expense not refundable then approve the expense report.

1 Click on in the Actions column on the expense line.

A window opens.

2 Add a Comment.
3 Click on Confirm.

The expense is denied.

To cancel the denial, click on in the Actions column of the relevant expense line and confirm the action. In that case, the refunded amount is updated with the initial amount of the related expense.

DMF

190904 WEB PORTAL APPROVALS MODIFY REFUNDED THRESHOLD

041516 PURCHASES EXPENSE REPORTS THRESHOLD

041502 PURCHASES EXPENSE REPORTS MODIFY

041518 PURCHASES EXPENSE REPORTS MODIFY COMPLETED EXPENSE REPORT

Prerequisite: The expense report or the expense (depending on whether the approval type is by object or by line) must neither be approved nor denied.

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 Specifying general information and contact details).

Approvals or rejections given on the expense will be reset unless the approver has the DMF 061812 PROJECTS APPROVALS MODIFY APPROVED OBJECT WITHOUT RESET.

1 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.

When controls on expenses are set up (see Setting up controls), icons can be visible on the expense lines of an expense report, in the Indicators column:

  • the icon is displayed when the employee has created the expense twice.
  • the is displayed when several employees have created the same expense.
  • the icon is displayed when the employee has created their expense on a day not worked.
  • the icon is displayed when the employee has created their expense on a day with a leave request.
  • the icon is displayed when the employee has created their expense with the Rebillable box checked.

Note

Those indicators are only for informational purposes. Indeed, those expenses can be approved or denied like any other expense.