Clear Expense Reports

Use the Clear Expense Reports screen to delete unwanted expense report information from the database.

The application deletes selected rows from the following tables: EXP_RPT_TASKS_EMPL, EXP_RPT_TASKS, EXP_RPT_REVISION, EXP_RPT_PAYMENT, EXP_RPT_EXPENSE_OTHER, EXP_RPT_EXPENSE_DAY, EXP_RPT_EXPENSE_CHARGE, EXP_RPT_EXPENSE_ATTENDEE, EXP_RPT_EXPENSE, EXP_RPT_CHARGE_ALLOCATIONS, EXP_RPT_ADVANCE, and EXP_RPT.

Location

To display the Clear Expense Reports screen, complete the following step:

1. Click Time & Expense > Expense > Expense Utilities > Clear Expense Reports.

Contents

Criteria

Field	Description
Last Name	Use this filter to enter the last name of the employee whose expense report you want to clear. By using the percent (%) sign, you can enter a portion of the last name. Example: If you know the last name ends with "son," enter "%son" in this field.
Expense Report ID	Use this filter to enter the expense report ID for the expense report you want to clear. By using the percent (%) sign, you can enter a portion of the expense report ID. Example: If you know the last three digits of the ID are "625," enter "%625" in the field.
Expense Report Type	Click to select an expense report type. Available selections include all expense report types that have at least one expense report.
Sort By	Select the order in which the expense reports should appear in the Results table after you click Execute. The available options are Employee Name, Expense Report ID, Expense Report Type, and Status. The default is Employee Name. If you select Employee Name, the employees are listed in alphabetical order in the Results table. If you select Status, the employees are still listed in alphabetical order; however, they will be additionally grouped by their status. The order of the status grouping follows the order of the check boxes in the Criteria group box. If you select Expense Report ID, the employees are listed in expense report ID order.
Status & Count	The Status check boxes work in conjunction with the Count fields. When you click, the system displays the number of expense reports for each check box that is selected. For example, if you selected the Approved check box, the system displays the number of approved expense reports found in the selected group(s). As the default, all check boxes are selected. If you leave all the check boxes unselected and then click , the system displays an error message saying that at least one status must be selected. Draft — Select this check box to display employees whose expense reports have a status of Draft. The number of draft expense reports displays in the Count field. Draft status means the employee has an expense report that has not yet been submitted. Submitted — Select this check box to display employees whose expense reports have a submitted status. The number of submitted expense reports displays in the Count field. Submitted status means the expense report has been signed but not approved. Under Review — Select this check box to display employees whose expense reports are under review. The number of expense reports under review displays in the Count field. Under Review status means some of the supervisors have approved the expense report, but not all. Approved — Select this check box to display employees whose expense reports have an approved status. The number of approved expense reports displays in the Count field. Approved status means all supervisors have approved the expense report. Rejected — Select this check box to display employees whose expense reports have a rejected status. The number of rejected expense reports displays in the Count field. Rejected status means one supervisor has rejected the expense report. Processed — Select this check box to display employees whose expense reports have a processed status. The number of processed expense reports displays in the Count field. Processed status means the expense report has been successfully exported. Voided — Select this check box to display employees whose expense reports have a voided status. The number of voided expense reports displays in the Count field. Voided status means an employee or a supervisor has voided an expense report.

Clear Expense Report Results

Expense reports that match the criteria specified are displayed in the Results table. You may select individual expense reports for deletion by selecting the check box to the far left of the individual row. If you want to select all of the expense reports in the Results table, select the check box at the top left of the table.

Field

Description

Delete

Click Delete to remove the selected expense reports from the database. Remember that once you delete the expense report, it is gone forever. Once the expense report is cleared, any attached expense authorizations are updated to an Approved status and are available for use with a new expense report. When you clear an expense report from Deltek Expense, any associated correcting expense reports are also removed.