Copy Expense Report Dialog Box

Use the Copy Expense Report dialog box when you want to create a new expense report by copying an existing one, but you have not yet opened the one you want to copy. The Copy Expense Report dialog box enables you to search for the expense report you want to copy.

Note: This dialog box is only available if you are allowed to create expense reports.

Location

To display the Copy Expense dialog box, complete the following steps:

1. From the Expense menu, click Record Expenses > Expense Report.
2. On the Expense Report Welcome Page, click Copy on the toolbar.

Contents

Dialog Box Fields

Field	Description
Function	Use this drop-down box to select the functional role for which to query employee expense reports. All of the functional roles that are set up in your system and that are linked in 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.
Type	Use this drop-down menu to select the expense report types you want to query. All expense report types that have been set up appear in the drop-down box in alphabetical order.
Filter	From the drop-down menu, select the option you want to use for filtering the results. Options include Expense Report ID, Expense Authorization ID, or Last Name.
Filter Value	Use this field to further limit the query results by entering a specific value that corresponds to the option you selected from the Filter drop-down menu. For example, if you selected "Last Name" from the Filter drop-down, you could limit the results to employees whose last name begins with a certain letter or letters, or if you filter by Expense Report ID, you could enter the "ER00001" to display only those expense reports that begin with that alpha-numeric sequence.
Special Filter	This option enables you to limit the results to expense reports that are either missing attachments, over-ceiling, unallowable, or have an interim signature.
Start Date	Select the starting date of the expense reports you wish to view. This date is derived from the expense report date. This field is required.
End Date	Select the ending date of the expense reports you wish to view. This date also is derived from the expense report date. This field is required.
Sort By	Select the order in which the employee expense reports should appear in the Results table after you click Execute. The available options are "Employee Name," "Status," and "Expense Report ID." The default is "Employee Name." If you select "Employee Name," the employees will be listed in alphabetical order in the Results table. If you select "Status," the employees will still be listed in alphabetical order; however, they will be additionally grouped by their status. The order of the status grouping will follow the order of the check boxes in the Criteria group box. If you select "Expense Report ID," the employees will be listed in expense report ID order.
Status and Count	The Status check boxes work in conjunction with the Count fields. If you select the Execute button, the system will display the number of expense reports for each check box that is selected.  For example, if you selected the Approved check box, the system will display 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 unchecked, the system will display the following error message when you select the Execute button: "At least one status needs to be checked." Status options include the following: Draft — Select this check box to display employees whose expense reports have a status of "Draft." The number of draft expense reports will display in the Counts 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 will display in the Counts field. Submitted status means the expense reports 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 will display in the Counts field. Under Review status means some of the supervisors have approved the expense reports, but not all. Approved —  Select this check box to display employees whose expense reports have an approved status. The number of approved expense reports will display in the Counts field. Approved status means all supervisors have approved the expense reports. Rejected — Select this check box to display employees whose expense reports have a rejected status. The number of rejected expense reports will display in the Counts field. Rejected status means one supervisor has rejected the expense reports. Processed —Select this check box to display employees whose expense reports have a processed status. The number of processed expense reports will display in the Counts field. Processed status means the expense reports 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 will display in the Counts field. Voided status means an employee or a supervisor has voided the expense reports.