Step-by-Step Guide Expense System Inquiry. What is Expense Processor? How do I complete a basic inquiry?

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1 What is Expense Processor? The Expense Processor is an inquiry tool in the Expense System, and is accessed from the home page of the Expense System, by clicking on Expense, then Process Reports. It can be used to locate and review details of a transaction within the Expense System. The Expense Processor has pre-defined basic inquiries; however, you also have the ability to create your own inquiries. How do I complete a basic inquiry? The four most common inquiry criteria are: Employee ID, Report Name, Employee Last Name, and Report Key. In this example, you will be completing a basic search to find all expense reports in which the Employee ID begins with 1. In the Find Every Report Where field, select Employee ID from the drop-down menu. In the next drop-down menu, indicate the criteria for your search. In this example, select Begins With Page 1 of 6

2 In the next field, enter the final search criteria. In this example, type 1. Click Go. The Expense System will return all reports in which the Employee ID begins with 1. To view the details of an expense report, double-click on the report name. Note: Your own report will never appear in your search. If you type an asterisk (*) in the text field and click GO, all expense reports will be returned Page 2 of 6

3 How do I create my own inquiry? To create your own inquiry, from the Process Reports page of the Expense Processor, click Create/Manage Queries. The queries are if/then conditional statements, therefore, if the defined conditions are met, then the expense report is displayed. Click Create a New Query. Note: All existing queries appear within this page; however, if no queries exist, this table will be blank. In the following example, you will be creating an inquiry to display all expense reports for employees that belong in the organizational unit. The following information needs to be completed in order to create your inquiry: Query Name: Enter a name for your inquiry. This name will appear in the Run Query list on the main page of the Expense Processor. In this example, type System Administration. Data Object: Here you will enter the main criteria for your inquiry using the dropdown menu. The following options are available: Company Card, Employee, Entry, Entry Allocation, Entry Attendee, and Report. In this example, select Employee. Field/Value: Here you will enter the condition that has to be met to display expense reports. There is a helper menu to choose from, that contains such values as: SpeedType, Payroll ID, Address, Rostered Department, etc. In this example, select Rostered Department. Operator: The Operator indicates the scope of the expense reports to be found in your inquiry. Here you will use the drop-down menu to select the scope of your inquiry, such as: Equal, Greater Than, etc. In this example, select Equal Page 3 of 6

4 Value: The value is the final criteria that must be defined in order to run your inquiry. It ties the Data Object, Field/Value, and Operator together to complete an if/then statement. In this example, typing in the field next to Value is indicating that your inquiry will return all expense reports in which the employee belongs to organizational unit To include additional conditions to your inquiry, to narrow the scope of your search, click Insert, and additional rows will appear at the bottom of all currently existing rows. There is no limit to the number of rows that can be added. To remove conditions from your inquiry, select the checkbox next to the condition to be deleted, and then click Remove. When you have completed entering conditions for your inquiry, click Save. You will be returned to the Create/Manage Queries page. Your inquiry will now be available in the drop-down menu Run Query on the main page of the Expense Processor. To run a saved inquiry, select it from the drop-down menu, and click Go Page 4 of 6

5 How do I edit an inquiry I created? From the Create/Manage Queries page, click the name of the inquiry to be edited. From within the Query page, edit, add, or delete condition information. Click Save. Note: Included in the Edit Query function is the ability to change the name of a query, which allows you to create a new query based on conditions that are in an existing query. How do I view inquiry information? Initially, the Expense Processor within the expense system will default to display the following information for all reports found using an inquiry: Report Name, Submit Date, Employee Name, Approval Status, Payment Status, Receipt Status, Cash Advance Return Received, and Report Total. These items appear as column headings on the Report List page of the Expense Processor. Headings can be added, removed, or rearranged. How do I add Report Headings? To rearrange the order that the headings appear, click List Settings from the Expense Processor page Page 5 of 6

6 The Columns page appears. Use checkboxes to organize select additional report headings, or to remove report headings. Click OK. How do I re-order Report Headings? To re-order Report Headings, select the column that you would like to move by leftclicking on it, then drop and drag it to its new location Page 6 of 6

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