Expense Reports Tab of the Transaction Posting Form

Use the Expense Reports tab to view expense reports that were entered in Time & Expense that are ready to post.

Contents

If you use multiple companies, you can post expense reports for the active company.

Fields

Field	Description
Group	From the drop-down list, select the employee group whose expense reports you want to review. You can sort entries on the grid by any one of the categories on the grid. Click the appropriate column heading to sort the list in ascending order. Click again to sort the list in descending order.
Diary	This field displays only if you have set up a diary for the fiscal period or fiscal year in which you are entering transactions in the Diary Auto Numbering Options section of the Transaction Settings form in Settings > Accounting > Transactions. Use this field to select a diary code for the current transaction or the group of transactions if you are processing a group of transactions, such as in a vendor payment run. The diaries are used to generate diary reports that contain a set of sequentially numbered transactions that have been posted to the general ledger during the fiscal year or to specific fiscal periods. You can assign different diaries (that have different diary types) to different types of transactions. The Diary drop-down list contains three columns. The first column displays the diary code. The second and third columns display the diary type for the diary code and the description of the diary type. The drop-down list contains all the diaries that you set up on the Diary Auto Numbering Options section in Transactions Settings that have the same fiscal period or fiscal year in which you are entering transactions or that have no fiscal period or year entered for them. If you have multiple companies in DPS, the Diary field drop-down list includes only the diary codes that are set up for the current company. The list also includes IC - Intercompany Diary to capture intercompany transactions. You cannot delete a transaction after it has been saved with a diary number. If a transaction is incorrect, you can enter zero amounts for the transaction or enter a reversing transaction.

Expense Report grid

This grid displays the expense reports that are available to post.

• If you do not use approvals for expense reports, only expense reports with a submitted status display in the grid.

  You turn on the approval feature for expense reports on the Expense Approvals tab in Settings > Expense.

• If you use approvals for expense reports, the approval level that is specified for expense reports affects whether or not an expense report displays in the grid. The approval level for expense reports is entered in the Approval Level field on the General tab in Settings > Workflow > Approval Workflows.
  • If Expense Report is entered in the Approval Level field, only expense reports with an approved status display in the grid.
  • If Expense Line or Both Expense Report and Expense Line is entered in the Approval Level field, expense reports that are approved at both levels display in the grid.

Field	Description
Employee	The employee identifiers for employees in the current employee group display in the grid.
Name	The name of each employee in the employee group displays in this column.
Report Name	The name of the expense report displays in this column.
Date	The date for the expense report displays in this column.
Group	This field displays the timesheet group that the employee belongs to. This is specified for an employee in the Timesheet Group field on the Time & Expense tab in the Employees hub.
Organization Number	If you use organizations, this field displays the organization number that the employee belongs to. This is specified for an employee in the Organization field on the General tab in the Employees hub.

Button

Field	Description
Select All	Click this button to select all the expense reports on this tab to post.