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

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.

At the top of the screen, a search interface allows you to filter the expense reports to display.

The search interface of the screen can be hidden by clicking on . To display it again, click on .

Reference

For more information about searching, refer to Performing a search.

A search can be saved in order to reuse it later.

Reference

For more information about saved searches, refer to Using and managing saved searches.

The Expense reports menu displays expense reports based on the search criteria specified.

In List view, each expense report is displayed in the form of a block that contains the list of expenses incurred in the context of this expense report.

Click on in the expense report's header to show all its expenses or click on to hide its expenses and only show the expense report's header.

Various sorting options are available.

Reference

For more information about the setup of results in list view, refer to Setting up results in list view.

The expense report header includes the following information:

  • The Expense report label with the status and the associated date (for example Expense report terminated on September, the 9th 2023).
  • The date and the expense report title.
  • The expense report number.
  • The different icons that represent the actions available for the expense report.
  • The expense amount and the amount refunded/to be refunded. Hover over this area to show the amount details:
    • Total expense: Total amount of all expenses specified in the expense report.
    • Total card amount - If the employee uses a business card with the Business account debit type set up from the employee record sheet, the expenses paid by business card will not be refunded to the employee. The amount of expenses paid by business card is displayed in the Paid by card field, in the expense report header. Hover over to show the amounts details; the amount paid by business card is also indicated in the Total card amount.
    • Including card amount - If the employee uses a business card with the Resource account debit type set up from the employee record sheet, the expenses paid by business card will be refunded to the employee. In this case, when you hover over to access the amounts details, the Including card amount indicates the amount of expenses paid by business card, this amount being included in the Total to be refunded. The amount of expenses paid by business card is displayed in the Paid by card field, in the expense report header.
    • Non-refundable - Sum of the non-refundable expenses, for example expenses that were marked as non-refundable or that were denied.
    • Threshold's exceeded amount - Sum of the amounts above the threshold of the expenses with an exceeded threshold.
    • Total to be refunded - Amount to be refunded to the employee.

Each expense is represented by a line in an expense report.

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

  • The expense's date, type, allocation and amount (the type's 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 the Table view, the , , and icons are displayed in the Indicator column of an expense line.

Reference

The , , and icons are only displayed if the linked option is enabled in the setup of the expenditure type.

For more information about the setup of controls on expenditures types, see Setting up controls.

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.