Use this utility to delete unwanted expense reports from the database. The application deletes selected rows from the following tables: EXP_RPT_TASKS_EMPL, EXP_RPT_TASKS, EXP_RPT_REVISION, EXP_RPT_PAYMENT, EXP_RPT_EXPENSE_OTHER, EXP_RPT_EXPENSE_DAY, EXP_RPT_EXPENSE_CHARGE, EXP_RPT_EXPENSE_ATTENDEE, EXP_RPT_EXPENSE, EXP_RPT_CHARGE_ALLOCATIONS, EXP_RPT_ADVANCE, and EXP_RPT.
Use this screen any time you want to delete expense report information.
The Clear Expense report screen is a process application.
Use this filter to enter the last name of the employee whose expense report you want to clear. By using the percent % sign, you can enter a portion of the last name. Example: If you know the last name ends with ‘son’, you would enter ‘%son’ in this field.
Use this filter to enter the expense report ID for the expense report you want to clear. By using the percent % sign, you can enter a portion of the expense report ID. Example: If you know the last three digits of the ID are ‘625’, you would enter ‘%625’ in the field.
Use this drop-down box to select an expense report type. Available selections include all expense report types that have at least one expense report.
Select the order in which the expense reports should appear in the Results table after you select the Execute pushbutton.
The available options are "Employee Name," “Expense Report Type,” "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 checkboxes in the Criteria group box. If you select "Expense Report ID," the employees will be listed in expense report ID order.
The Status checkboxes work in conjunction with the Counts fields. When you select the Execute pushbutton, the system will display the number of expense reports for each checkbox that is checked. For example, if you selected the Approved checkbox, the system will display the number of approved expense reports found in the selected group(s). As the default, all checkboxes are selected. If you leave all the checkboxes unchecked, the system will display the following error message when you select the Execute pushbutton: "At least one status needs to be checked."
Select this checkbox 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.
Select this checkbox 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 report has been signed but not approved.
Select this checkbox to display employees whose expense reports have 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 report, but not all.
Select this checkbox 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 report.
Select this checkbox 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 report.
Select this checkbox 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 report has been successfully exported.
Select this checkbox 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 an expense report.
Click Execute to display the selected counts.
If no expense reports exist with the selected statuses, the system will display the following error message: "No expense reports found that meet the selection criteria."
The number of expense reports 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 expense reports to be displayed, a More pushbutton will appear on the bottom of the screen.
Expense Authorizations that match the criteria specified, will display in the Results portion of the screen. You may select individual Expense Reports for deletion by checking the box to the far left of the individual row. If you want to select all of the Expense Reports in the Results, check the box at the top left of the Results area.
Press Clear to delete the selected Expense Reports from the database. Remember that once you delete the Expense Reports, it is gone forever.
Once the expense report is cleared, any attached expense authorizations are updated to an Approved status and are available for use with a new expense report.
When you clear an expense report from Deltek Expense, any associated correcting expense reports are also removed.
When Cancel is pressed, the Clear Expense Report Utility is closed, and the user is returned to the Splash Screen.