Expense Report Line Item Approval Form

The Expense Line Item Approval form enables principals, project managers, and/or supervisors to review, then approve or reject, individual labor charges for their projects. Expense Report line item approval only applies to expense report entries made using the Time and Expense application.

Your system administrator determines which projects require line item approval, and who can approve line item expense charges.

A project displays on the Expense Line Item Approval form only under the following conditions:

• Line item approval is required for expense charges to the project.

• Expenses have been charged to the project.

If a project uses phases and tasks, the grid displays each level of the project structure to which an expense has been charged. These items are broken down by employee, date, category, amount, description, billable status, and account.

Sort Information

You can sort information in the Project List by project number or name; phase number or name; or task number or name.

You can sort information in the Approval Grid by status, employee number or name, date, category, amount, description, billable status, or account.

To sort information, click the appropriate column heading in the Project List or Approval grid. For example, to sort the Project List by project name, click the Project Name column heading in the Project List.

You can sort information in ascending or descending order. Click a column heading once to establish a sort order. Click the column heading again to reverse the sort order.

Location

To display the form, complete the following step:

From the Vision Navigation menu, click Time and Expense > Expense Report Line Approval.

Contents

Toolbar Options

Field	Description
Save	Click this option to save changes to the Expense Report Line Item Approval form.
Print	After you click this option, select one of the following: Click Print Expense Report Line Item Approval Report to print the Expense Report Line Item Approved report without previewing the report. If your firm uses the Deltek First Vision Essentials cloud version of Vision, this option is not available. Click Preview Expense Report Line Item Approval Report to preview the Expense Report Line Item Approved report in the preview page.
Help	Click this option to view online help for Expense Report Line Item Approval.

Project Grid

Field	Description
Project	This column displays the project number. Click a project to display the associated expense charges in the Approval grid. Expense charges display only for Submitted or Approved expense reports.
Name (Project)	This column displays the project name.
Phase	This column displays the phase number.
Name (Phase)	This column displays the phase name.
Task	This column displays the task number.
Name (Task)	This column displays the task name.

Approval Grid

Field	Description
Status	This field displays the current status of the line item: Unapproved — No action has been taken on the line item. Approved — The line item has been approved. Rejected — The line item has been rejected. Values in the Status field are updated as you approve and/or reject line items. In addition, you can use the drop-down list in this field to change the status of any line item in the grid.
Employee	This field displays the employee number of the employee who created the expense entry.
Employee Name	This field displays the name (Last, First) of the employee who created the expense entry. Click in this field to send the employee an instant message or email.
Date	This field displays the date on which the expense was incurred by the employee.
Category	This field displays the expense category used to enter the expense item for the project/phase/task.
Amount	This field displays the monetary amount of the expense item.
Description	This field displays description of the expense item, as entered on the employee's expense report.
Billable	This field indicates whether the expense item is cost that should be billed to the client. A check mark in this field indicates the expense item is billable to the client.
Account	This field displays the account number that will receive the debit for the expense item.

Grid Options

Field	Description
Drop-Down	Click the drop-down arrow on a grid header to complete any of the following actions: To print grid data, click Print. When the Print Preview form displays, click File > Print to send the grid data to your default printer. To export grid data to an Excel spreadsheet, click Export to Excel. When Microsoft Excel opens, use its features to modify, print, or email the data, or to save the spreadsheet file locally. To turn on grouping for a grid, click Enable Grouping. When a field displays with the instruction: "Drag a column header here to group by that column," drag and drop column headers into this field, in the sequence that you want them to display. Not all options are available on all grids.
Approve	To approve a line item, click the item in the grid and then click Approve. The status changes to Approved.
Reset	To reset the status of a line item, click the item in the Approval grid and then click Reset. The status changes to Unapproved.
Reject	To reject a line item, click the item in the Approval grid and then click Reject. The status changes to Rejected.
Approve All	To approve all the line items in the Approval grid, click Approve All. Their status changes to Approved.
Reset All	To reset the status of all the line items in the Approval grid, click Reset All. Their status changes to Unapproved.
Reject All	To reject all the line items in the Approval grid, click Reject All. Their status changes to Rejected.