ezbusiness Expense Management

ezbusiness Expense Management

Edit/Review Expense Reports After selecting an expense report to view, the Detail Expense Report screen displays. If the expense report is in the right status for reviewing by the current user, the Review Panel appears just after the Configuration dropdown. If the expense report is Submitted, it may be reviewed by any admin user that is assigned to the cost center with at least Reviewer access. If the admin user has Second Reviewer or Assign Reviewer access to the current cost center, that admin user can also review. If the expense report is Approved, it may be reviewed by any admin user that is assigned to the cost center with at least Second Reviewer access. If these conditions are met, and the expense report is not being reviewed by someone else, the following page appears after the Configuration dropdown:

Review Expense Reports To review an expense report, make sure that any changes to the expense report are already complete, and saved. You can tell that an expense report is ready to be reviewed if the action buttons after the status only includes Lock for Edit. This would indicate that the expense report is not currently locked. The next step in reviewing the expense report is to click either Approve or Reject. If you reject, your company may have required that you put a reason for rejection in the box below. If you approve, you may put some text in the box above the Review Expense Reports item, but it is not necessary. Once you ve decided whether to approve or reject the expense report, and you have optionally put some text in the Reviewer Notes textbox, click the Review Expense Report button to complete the review process. After completing the review process, you return to the same screen, but without the Review Panel.

Review Expense Reports When an expense report is Submitted, it can be reviewed by any admin user with Reviewer access to the cost center to which the expense report belongs. Only the admin user assigned to the cost center or cardholder as the default first level reviewer receives an email noting that the expense report is ready to be reviewed. If an admin user is assigned as the default first level reviewer for a cost center, and another admin user is assigned as the default first level reviewer for the cardholder, only the admin user assigned as the default first level reviewer for the cardholder receives this notification message. If there is no default second level reviewer for the cost center, and the cardholder has no second level reviewer assigned to him or her, then when the first level reviewer approves an expense report, it immediately goes to the Final Approval status. If there is a default second level reviewer for the cost center or the cardholder, a notification is sent to that admin user allowing the user to Final Approve the expense report. Admin users that have second level review access can edit Approved expense reports before marking them as Final Approved.

Edit Expense Reports To edit an expense report, click the Lock for Edit button. If the expense report is not locked by another administrator, or (in some cases) the cardholder, you are able to edit the expense report. All of the expense report items have hyperlinks where the detail used to be, and clicking on the hyperlinks causes the Detail Expense Report Item Edit screen to take the place of the summary of the expense report item. In some cases, it is necessary to set aside specific reviewers for specific cardholders. A cardholder may be assigned to multiple cost centers, and the default reviewer for each cost center may not be the correct reviewer for a specific cardholder.

The bottom section Allocations is where the cardholder s first and second level reviewers set for each of the cost centers. The cost centers are listed in alphabetic order, and the available reviewers are set in drop down lists for the 1 st Level Reviewer and 2 nd Level Reviewer.

In the drop down lists, the admin user that is the default reviewer for the cost center for the specified position displays with an asterisk next to the username. For example, in the Allocations section the username 1320company.admin is the default 1 st Level Reviewer for the cost center Cost Center 2. The Cost Center called Cost Center 2 does not have any 2 nd Level Reviewers, so this dropdown list is empty, and the area next to it is blank. The cardholder in question is using the reviewer that is the default for the cost center Undefined (admin1320, denoted by an asterisk and the word Cost Center in parenthesis next to the dropdown list), but is using a manually selected 2 nd Level Reviewer. The word Manual is in parenthesis next to the drop down list for the 2 nd Level Reviewer for the cost center Undefined. To change these allocations, choose a different username in the drop down list(s) for the cost center you want to change, and click the Set button. If the admin user that is logged in does not have access to assign cardholders to a cost center, the SET button will be invisible, and the drop down lists appear as standard text.

Expense Report Detail Search The Expense Report Detail Search report is used for retrieving expense report detail items that are in a certain status, such as Pending or Submitted, or within a cost center. This returns all detail information for the expense reports that match the criteria. This is the most common REPORT TYPE that references the Expense Management system, and is the basis of reports such as: Unsubmitted Transactions Report Unauthorized Categories across all expense reports Expense Report Items within a certain month, quarter, year, or statement cycle

Expense Report Search The Expense Report Search report allows the user to search for individual expense reports as a single unit results are expense reports, not expense report items. This can be useful when trying to get a summary view of the expense reports that are in the SUBMITTED status longer than a designated period of time. The results are for summary data.