Copy on the Expense Authorization Welcome page.The Copy Expense Authorization dialog box displays after you click Copy on the Expense Authorization Welcome page.
Use this dialog box when you want to create a new expense authorization by copying an existing one, but you have not yet opened the one you want to copy. The Copy Expense Authorization dialog box enables you to search for the expense authorization you want to copy.
To copy an expense authorization from the Copy Expense Authorization dialog box, complete the following steps:
Click Copy on the toolbar of the Expense Authorization Welcome page.
In the Copy Expense Authorization dialog box, complete the following fields in the Criteria section to search for the expense authorization you want to copy. These fields include the following:
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 copy based on whether the expense authorization is a blanket authorization. Options include:
All — Copy for all expense authorization, blanket and non-blanket.
Open — Limit copy to blanket authorizations that have an open status.
Closed — Limit copy to blanket authorizations with a closed status.
Blanket — Limit copy to blanket authorizations.
Non Blanket — Limit copy 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.
At least one status option must be selected. Choose from the following:
Draft — 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.
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.
Under Review — 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.
Approved — 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.
Rejected — 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.
Processed — 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.
Voided — 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.
After you have selected your search criteria, click Execute.
The search results display in a table in the lower portion of the Copy Expense Authorization dialog box. Scroll through the table to locate the expense authorization you want to copy, and click the radio button to select it.
Click Copy.
When the screen refreshes, "Create New Authorization from Existing Authorization" displays in the title bar, and following tabs displays: Purpose, Location(s), and Default Charges. You must complete fields on all three tabs to create the new authorization.
Some field information on these tabs pre-populates from the original Authorization, and you can modify all the pre-populated data, with the exception of the Employee Name and Authorization Type fields on the Purpose tab.
After you complete fields on all three tabs, click Create on the Default Charges tab. After the screen refreshes, the new expense authorization ID number displays in the title bar, and the remaining sections of the Expense Authorization form display as follows:
Header Area — This area displays information you just completed on the Purpose tab and other information that is automatically generated. Learn more about fields in the Header section.
Background — The Background section contains the three tabs you just completed: Purpose, Location(s), Default Charge(s). To edit the information you entered on any of these tabs, click Background. Learn more about fields and options in the Background section.
Planned Expenses — Click Planned Expenses to add the individual expenses that will be charged against the expense authorization. Learn more about adding or editing Planned Expenses.
Supporting Schedules — After you initially create the expense authorization, the Supporting Schedules section displays information such as the default charge allocation. Additional supporting schedules become available as they are added, such as the Advance Schedule if an advance is requested as part of the submittal process. Learn more about the Supporting Schedules.
Workflow Status — This section of the expense authorization displays all the tasks that are required or optional for the expense report. These include tasks for creating and submitting the expense report. After you submit the expense report, additional tasks, such as attachment tasks, may display. Learn more about the Workflow Status adding attachments.