Screen Fields

Use fields on the Expense Authorization Status screen to set report criteria and to send notifications.

Identification

Use the fields in this block to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. After you have saved a parameter ID and its related parameters, you can retrieve them using Query.

You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. The saved parameters are also useful and necessary when you want to run the process as part of a batch job. Many users save a unique set of parameters for each different way they run a report or process. When you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters automatically display as selection defaults. The page setup and print options are also included in the saved parameter ID if there are any. You can change any of the associated selection defaults as necessary.

Field

Description

Parameter ID

Enter, or click to select, a parameter ID of up to 15 alphanumeric characters. Choose characters for your parameter ID that help identify the type of selections you made in the screen. When you save your record, all the selections made in the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query. You can use the parameter to run the process more efficiently because you can select the parameter ID with its previously defined screen selections. After the default selections display in the screen, you can override the defaults

Filter

Field	Description
Filter	Select a filter from the drop-down list. By selecting a particular filter, you can view expense authorizations that have certain overdue tasks ready for reporting or workflow notification. These are the available filters: When you save your record, all the selections made in the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query. You can use the parameter to run the process more efficiently because you can select the parameter ID with its previously defined screen selections. After the default selections display in the screen, you can override the defaults. Overdue Signature - When an employee creates an expense authorization, the system creates a task for the employee to sign the expense authorization. The number of days/hours/minutes the employee has to sign it is determined on the Expense Authorization Tasks tab of the Expense Report Types screen. If the time has expired, the system will consider the expense authorization to have an Overdue Signature. If you select this filter, the system selects expense authorizations that have not been signed for purposes of reporting and/or workflow notification. This workflow notification will be made to the employee. Overdue Approval - When an expense authorization is signed, the system may create one or more tasks for supervisors, or other functional roles, to approve the expense authorization or the charges' allocated expenses. The number of days/hours/minutes the functional role has to do the approval is determined on the Expense Authorization Tasks tab of the Expense Report Types screen. If the time has expired, the system will consider the expense authorization to have an Overdue Approval. If you select this filter, the system selects expense authorizations that have overdue approvals for purposes of reporting and/or workflow notification. This workflow notification will be made to employees that have a functional role that gives them approval over the expense authorization employee or charges. Overdue Advance Approval - When an expense authorization is signed, the system may create one or more tasks for supervisors, or other functional roles, to approve the advance request. The number of days/hours/minutes the functional role has to do the advance approval is determined on the Expense Authorization Tasks tab of the Expense Report Types screen. If the time has expired, the system will consider the expense authorization to have an Overdue Advance Approval. If you select this filter, the system will select expense authorizations that have overdue advance approvals for purposes of reporting and/or workflow notification. This workflow notification will be made to employees that have a functional role that gives them approval over advance requests. Overdue Review - When an expense authorization is signed, the system may create one or more tasks for supervisors, or other functional roles, to review the expense authorization or the charges allocated expenses. The number of days/hours/minutes the functional role has to do the review is determined on the Expense Authorization Tasks tab of the Expense Report Types screen. If the time has expired, the system will consider the expense authorization to be Overdue Review. If you select this filter, the system will select expense authorizations that have overdue reviews for the purpose of reporting and/or workflow notification. This workflow notification will be made to employees' expense authorizations or charges.
Sort By	From the drop-down list, select the desired sort criteria. These are the available options: Due Date - This option is available if your Filter is Overdue Signature, Overdue Approval, Overdue Cash Advance, or Overdue Review. The results are sorted by the due date/time. The secondary sort is either Employee Name or Functional Role, depending on the Filter selected. Employee Name - This option is available if your Filter is Overdue Signature. The results are sorted by the employee last name, first name, middle initial and, if necessary, employee ID. The secondary sort is by Due Date. Functional Role - This option is available only if your Filter is Overdue Approval , Overdue Cash Advance Approval, or Overdue Review. The results are sorted by the functional role name. The secondary sort is by Due Date. Authorization Type - This option is available if your Filter is Overdue Signature, Overdue Approval, Overdue Cash Advance Approval, or Overdue Review. The results are sorted by the expense report type description. The secondary sort is by Due Date.

Priority Filter

Field	Description
High Priority	Select this check box to include high priority tasks.
Medium Priority	Select this check box to include medium priority tasks.
Low Priority	Select this check box to include low priority tasks.

Notifications

Use the Notifications tab to set up the types of notifications that should be sent.

Select the functional role that should receive the notifications. This feature works in accordance with your selections in the Expense Report Types screen.

Attention: For additional information, review the "Workflow" section of the Deltek Expense Getting Started Guide.

Field	Description
Send Notifications	Select Send Notifications to send the notification information for the selected authorizations to the appropriate employees/functional roles.
Primary Role	Select Primary Role if you want the primary functional role for the task to be notified. These options are disabled if you selected Overdue Signature for your filter. In that case, the employee is notified.
Backup Role	Select Backup Role if you want the backup functional role for the task to be notified. These options are disabled if you selected Overdue Signature for your filter. In that case, the employee is notified.
Notes	Enter up to 254 characters for a note that will be used for tasks and alerts that are sent to the employee or functional roles for the selected expense authorizations.
Notify Previously Notified	Select the Notify Previously Notified check box if you want to notify the recipients even if they have been notified before during another status inquiry.

Groups Table

Field	Description
Function	Select the functional role from the drop-down list. The available selections are the functional roles that have authorization over employee, or employee and charge, and have been assigned to the User ID doing the inquiry. The default value is All. Your selection determines which groups display in the group list. For example, if you have been assigned a primary supervisor role over certain groups and select Primary Supervisor, the groups to which you have primary supervisory rights will display in the group list. Attention: See the "Functional Roles" section of the Deltek Expense Getting Started Guide for more information. The groups are listed in alphabetical order. If you have not chosen a group when you click the Execute button, the system displays an error message.
Select All	Use the Select All button to select all displayed groups. Once you have made a selection, the button will become Deselect All. To select a row, highlight the row using a left mouse click.

Authorization Type

This group box displays the list of valid expense report types that have the Expense Authorization field set to Optional or Required as defined on the Expense Report Types screen. They are listed in alphabetical order. You can select one or more expense report types. If you have not chosen an expense report type when you click the Execute button, the system displays an error message.

Field	Description
Select All	To select all expense authorizations, select the check box in the upper left corner of the results table. This will automatically select all of the check boxes in the results table. To deselect all of the rows, clear the check box in the upper left corner. This will clear the check boxes in all rows.
Execute	Click Execute to display the Results tab with the expense authorizations that meet the selected criteria. If the system finds no expense authorizations that meet the criteria, it displays an error message.