This portion of the expense authorization displays general information. It appears in the top portion of the screen. You cannot edit this information directly in this screen. The view will change to a wizard when you begin to enter an expense authorization, add an expense estimate, or edit an existing expense estimate. Please review the sections on Authorization Expense Wizards for more information regarding the wizard view.
This field displays the expense authorization number. The system assigns the number, which is incremental, when you fill out the general wizard portion of the expense authorization. Click in the field to be taken to the General wizard portion of the authorization where you can make changes or updates to the general information portion of the expense authorization. This field is blank when you first enter the Expense Authorization screen.
This field displays the expense authorization type. It is blank when you first enter this screen. You assign it when you fill out the General wizard portion of the expense authorization. Once you save, you cannot change this field.
This field displays the expense report that is associated with this expense authorization. You can view the expense report by clicking on the hyperlink. You will then be taken to the expense report. While you're viewing the expense report, you can click the Expense Authorization ID hyperlink to return to the Expense Authorization screen.
This field displays the description that you enter in the Short Description field of the General wizard portion of the expense authorization. It is blank when you first enter this screen. To edit this field, click in the Authorization field. You will be taken to the General wizard portion of the expense authorization where you can make changes.
This field displays the employee name and employee ID (if the Show Employee ID checkbox is selected in the Miscellaneous tab of the General Configuration screen) of this expense authorization. It is blank when you first enter this screen.
This field displays the expense class of the employee. It is blank when you first enter this screen. The employee determines the expense class when he fills out the General wizard portion of the expense authorization and the system uses the Expense Class field in the Employee History. Once you save this field, you cannot change it.
This field displays the primary charge for the expense authorization, if only one is used. If more than one is being used, "See Charge Allocation" will display. This field is blank when you first enter this screen. Click in this field to go to the Charge Allocation Schedule to view and approve charge allocations.
This field displays the UDT that was selected in the Header UDT field in the Miscellaneous tab of the Expense Configuration screen. It is blank when you first enter the screen. If you change this selection, only new expense authorizations will show the new UDT.
This field displays the purpose that was entered in the Purpose field of the General wizard portion of the expense authorization. It is blank when you first enter the screen. To edit this field, click in the Authorization field. You will be taken to the General wizard portion of the expense authorization where you can make changes.
This field displays the revision number of the expense authorization. It is blank when you first enter the screen. When the employee saves an expense authorization, the revision number is zero. Each time a change is made after the expense authorization is submitted, this number increases by one. If you click in this field, you will be taken to the Revision Schedule that shows the details of all changes.
This field displays the status of the expense authorization. It is blank when you first enter the screen. The valid values are:
Draft - The expense authorization is in process. It has not yet been submitted.
Submitted - The expense authorization has been signed, but no approvals have taken place.
Under Review - The expense authorization has been signed, and it requires more than one approval, of which at least one has been completed.
Approved - The expense authorization has been signed, and all required approvals have been completed.
Rejected - The expense authorization has been rejected by a supervisor.
Processed - The expense authorization has been exported to the financial system.
Voided - The expense authorization has been voided by an employee or a supervisor.
This field displays the status of the cash advance request. It is blank when you first enter the screen. The valid values are:
N/A – The employee did not request a cash advance on this expense authorization.
Draft – A cash advance has been requested on this expense authorization; however, the expense authorization is in process and has not yet been submitted.
Submitted – A cash advance has been requested on this expense authorization and the expense authorization has been signed, but no approvals have taken place.
Under Review – A cash advance has been requested on this expense authorization, the expense authorization has been signed, and it requires more than one approval, of which at least one has been completed.
Approved – A cash advance has been requested on this expense authorization, the expense authorization has been signed, and all cash advance required approvals have been completed.
Rejected – A cash advance has been requested on this expense authorization, but the request has been rejected by a supervisor.
Processed - A cash advance has been requested on this expense authorization and both the expense authorization and the cash advance request have been exported to the financial system.
Voided - A cash advance has been requested on this expense authorization but the expense authorization has been voided by an employee or a supervisor.
This field displays the date on which the expense authorization was entered. It is blank when you first enter the screen. The system assigns the date when you fill out the General wizard portion of the expense authorization. Once you select the Finish pushbutton, you cannot edit this field.
This field displays the starting date of the expense authorization. It is blank when you first enter the screen. The system assigns this date when you fill out the General wizard portion of the expense authorization. If there is no Start Date field in the General portion of the expense authorization, this field will display the expense authorization date. To edit this field, click in the Authorization field. You will be taken to the General wizard portion of the expense authorization where you can make changes.
This field displays the ending date of the expense authorization. It is blank when you first enter the screen. The system assigns this date when you fill out the General wizard portion of the expense authorization. If there is no End Date field in the General portion of the expense authorization, this field will display the expense authorization date. To edit this field, click in the Authorization field. You will be taken to the General wizard portion of the expense authorization where you can make changes.
This field displays the amount of the cash advance that has been requested for this expense authorization. If no cash advances have been requested, this field will display "0.00."
