| Field | Description |
|---|
| Function
|
Use this drop-down list to select the functional role for which to query employee expense authorizations. All of the functional roles that are set up in your system and that are linked on the Employee Groups screen display in alphabetical order, with
Self being the default.
|
| Group
|
Once you have selected the functional role, the groups to which the role is linked populate the Group section in alphabetical order. Highlight the group or groups that you want to query.
|
| Last Name
|
Use this field to filter the results to include employees that belong to the group whose last name begins with a certain letter or letters.
For example, if you enter "S" in this field, those employees that belong to the group selected whose last name begins with "S" are included in the results set. If you enter "ST," only those employees who belong to the group selected whose last name begins with "St" are included.
|
| Authorization ID
|
Use this field to filter the results to include those authorizations that begin with a certain character or characters.
For example, if you enter "EA00001" in this field, those expense authorizations that begin with "EA00001" are included in the results set. Those that begin with a different sequence, such as "EA00002," are not included.
|
| Type
|
Use this drop-down list to select the expense authorization types you want to query. If you selected
Self for
Function, the list includes all expense authorization types where expense authorizations are either
Required or
Optional and have been used by you. If the
Function selected is not
Self, the list includes expense authorization types where expense authorizations are either
Required or
Optional.
|
| Blanket
|
Use this drop-down list to filter the search based on whether the expense authorization is a blanket authorization. Options include:
- All — Search for all expense authorization, blanket and non-blanket.
- Open — Limit search to blanket authorizations that have an open status.
- Closed — Limit search to blanket authorizations with a closed status.
- Blanket — Limit search to blanket authorizations.
- Non Blanket — Limit search to non-blanket authorizations.
|
| Start Date
|
Select the starting date of the expense authorizations you wish to view. This date is derived from the expense authorization date. This field is required.
|
| End Date
|
Select the ending date of the expense authorizations you wish to view. This date also is derived from the expense authorization date. This field is required.
|
| Sort By
|
Select the order in which the employee expense authorizations should appear in the Results table after you click the
Execute button.
The available options are
Employee Name,
Authorization ID, 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
Expense Authorization ID, the employees are listed in expense authorization ID order. If you select
Status, the employees are 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.
|
| Status and Count
|
The
Status check boxes work in conjunction with the
Counts fields. If you click the
Execute button, the system displays the number of expense authorizations for each check box that is selected. For example, if you selected the
Approved check box, the system displays the number of approved expense authorizations found in the selected group(s). As the default, all check boxes are selected.
If you leave all the check boxes unselected, the system displays an error message.
|
| Draft
|
Select this check box to display employees whose expense authorizations have a status of
Draft. The number of draft expense authorizations displays in the
Counts field.
Draft status means the employee has an expense authorization that has not yet been submitted.
|
| Submitted
|
Select this check box to display employees whose expense authorizations have a submitted status. The number of submitted expense authorizations displays in the
Counts field.
Submitted status means the expense authorization has been signed but not approved.
|
| Under Review
|
Select this check box to display employees whose expense authorizations are under review. The number of expense authorizations under review displays in the
Counts field.
Under Review status means some of the supervisors have approved the expense authorizations, but not all.
|
| Approved
|
Select this check box to display employees whose expense authorizations have an approved status. The number of approved expense authorizations displays in the
Counts field.
Approved status means all supervisors have approved the expense authorizations.
|
| Rejected
|
Select this check box to display employees whose expense authorizations have a rejected status. The number of rejected expense authorizations displays in the
Counts field.
Rejected status means one supervisor has rejected the expense authorizations.
|
| Processed
|
Select this check box to display employees whose expense authorizations have a processed status. The number of processed expense authorizations displays in the
Counts field.
Processed status means the expense authorization has been successfully exported.
|
| Voided
|
Select this check box to display employees whose expense authorizations have a voided status. The number of voided expense authorizations displays in the
Counts field.
Voided status means an employee or a supervisor has voided the expense authorizations.
|
| Execute
|
Click this button to display the selected counts and to display the list of employees within the selected group or groups.
If no employees exist in the selected group with the selected statuses, the system displays an error message.
The number of employees that can display is determined by the number entered by the System Administrator in the
Max Search Rows field on the General Options tab of the General Configuration screen.
|
