If you want to search for an existing expense authorization, click Search
on the Expense Authorization toolbar to display the Expense Authorization Search dialog.
You can use this dialog to search for and select either your own or your employees' authorizations. You can also use this dialog to view information about the number of draft, submitted, under review, approved, rejected, processed, and voided expense authorizations.
Use this drop-down box 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 in the Employee Groups screen display in alphabetical order, with "Self" being the default.
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.
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.
Example: If you enter "S" in this field, those employees that belong to the Group selected whose last name begins with "S" will be included in the results set. If you enter "ST," only those employees who belong to the Group selected whose last name begins with "St" will be included.
Use this field to filter the results to include those authorizations that begin with a certain character or characters.
Example: If you enter "EA00001" in the field, those expense authorizations that begin with "EA00001" will be included in the results set. Those that begin with a different sequence, such as "EA00002," will not be included.
Use this drop-down box to select the expense authorization types you want to query. If you selected "Self" for the Function, the list will include 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 will include expense authorization types where expense authorizations are either "Required" or "Optional."
Use this drop-down box 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.
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.
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.
Select the order in which the employee expense authorizations should appear in the Results table after you select 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 will be listed in alphabetical order in the Results table. If you select "Expense Authorization ID," the employees will be listed in expense authorization ID order. 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.
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 authorizations 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 authorizations 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."
Select this check box to display employees whose expense authorizations have a status of "Draft." The number of draft expense authorizations will display in the Counts field.
Draft status means the employee has an expense authorization that has not yet been submitted.
Select this check box to display employees whose expense authorizations have a submitted status. The number of submitted expense authorizations will display in the Counts field.
Submitted status means the expense authorizations has been signed but not approved.
Select this check box to display employees whose expense authorizations are under review. The number of expense authorizations under review will display in the Counts field.
Under Review status means some of the supervisors have approved the expense authorizations, but not all.
Select this check box to display employees whose expense authorizations have an approved status. The number of approved expense authorizations will display in the Counts field.
Approved status means all supervisors have approved the expense authorizations.
Select this check box to display employees whose expense authorizations have a rejected status. The number of rejected expense authorizations will display in the Counts field.
Rejected status means one supervisor has rejected the expense authorizations.
Select this check box to display employees whose expense authorizations have a processed status. The number of processed expense authorizations will display in the Counts field.
Processed status means the expense authorizations has been successfully exported.
Select this check box to display employees whose expense authorizations have a voided status. The number of voided expense authorizations will display in the Counts field.
Voided status means an employee or a supervisor has voided the expense authorizations.
Select the Execute 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 will display the following error message: "No employees found matching the search criteria."
The number of employees that can display is determined by the number entered by the System Administrator in the Max Search Rows field in the General Options tab of the General Configuration screen. If there are more employees to be displayed, a More button will appear on the bottom of the screen.
The employees that display in the Results table meet the selection criteria and are displayed after you select the Execute button. They display by your Sort By option.
This non-editable column displays the expense authorization numbers of the employees who meet the selection criteria.
This non-editable column displays the names of the employees who meet the selection criteria. If the System Administrator selected the Show Employee ID check box in the Miscellaneous tab of the General Configuration screen, the IDs will display within parentheses after the names.
This non-editable column displays the statuses of the employees who meet the selection criteria.
To select all of the expense authorizations, select the check box to the left of the row in the header of the table. The check boxes in all of the rows in the table will automatically become checked. To deselect all of the expense authorizations, uncheck the same check box and all of the check boxes will become unchecked.
Select the More button to display the next set of employees. If you selected employees before selecting the More button, the system will display the following confirmation message: "Current selection of records will be lost. Do you want to continue?" If you select Yes, the next set of employees will display and the current selection will be cleared. If you select No, the current selection of employees will remain.
Select the OK button to display the selected employee or employees expense authorizations. The first selected employee expense authorization will display; use the navigation icons to see the other authorizations.
If no employees are selected when you select the OK button, the system will display the following error message: "At least one employee needs to be selected."
Select the Cancel button to return to the Expense Authorization screen.