Field | Description |
Allow staff users to resubmit expense reports
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This check box is hidden if an approvals workflow is in use.
Select this check box to allow staff users to change submitted expense reports and resubmit them. If you do not select this option, the employees cannot change their expense reports after they submit them.
The option to resubmit expense reports is available only to users whose Administration level is set to
Staff.
Group or
System level users can resubmit their own expense reports if the appropriate options are selected on the Expense tab of the Employee Info Center.
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Allow users to specify applied advance amounts
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Select this check box to allow users to enter applied advance amounts on their expense reports.
By entering applied advance amounts, users can indicate that they received an advance prior to submitting an expense report. The amount of the advance is subtracted from the total expense amount on the expense report to determine the actual reimbursement due to the employee.
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Require users to enter categories on expense reports
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Select this check box to require users to associate each expense on an expense report with an expense category.
Expense categories allow you to standardize the account that is debited for specific types of expenses. When a user associates an expense with a category, the account specified for the category is automatically entered on the user's expense report.
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Require electronic signature when submitting expense reports
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Select this check box to require users to enter a password when they submit their expense reports.
If you select this check box, note the following:
- Be sure that passwords are established on the Users form in Security Configuration.
- From the Miscellaneous tab of Company Expense Report Configuration, you can enter a message that displays when employees submit expense reports.
If you do not select this check box, users can submit their expense reports without entering a password.
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Treat inactive projects as dormant
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Select this check box to prevent users from entering Inactive projects on their expense reports.
Normally, Vision warns users when they enter a project with a status of Inactive, but still processes the transaction. When you select this check box, Vision does not allow users to enter
Inactive
projects on expense reports.
This setting does not affect the use of inactive projects with other types of transactions (such as Billing or Accounts Receivable).
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Display line number in expense report
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Select this check box if you want the
Line column to display in the Expenses grid on the expense report. This column displays the sequence number of the expense line, which is useful for reference purposes. For example, if line 3 if for a taxi receipt, then you can write 3 on the physical paper copy of the taxi receipt to keep track of the expense.
The lines in the Expenses grid are numbered sequentially within the
Line column. If you insert a line between existing lines, the lines may not be numbered sequentially. For example, if you insert a new line between 1 and 2, then the new line becomes 3 and the order is 1, 3, 2).
If you use the default column order, the
Line column is inserted on the left side of the grid. If you change the column order, the
Line column is inserted on the right side of the grid.
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Show Project
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Use the drop-down list in this field to select a display option for project data. The option you select determines how project data is entered and displayed on the Expense Report form.
- Select
Number to display the
Project field. This field accepts and displays project numbers only.
- Select
Name to display the
Project Name field. This field accepts and displays project names only.
- Select
Both to display both the
Project and the
Project Name fields. The
Project Name field displays as a read-only field. Users must enter a project number in the
Project field. Vision automatically enters the project name in the
Project Name field.
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Show Phase
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Use the drop-down list in this field to select a display option for phase data. The option you select determines how phase data is entered and displayed on the Expense Report form.
- Select
Number to display the
Phase field. This field accepts and displays phase numbers only.
- Select
Name to display the
Phase Name field. This field accepts and displays phase names only.
- Select
Both to display both the
Phase and the
Phase Name fields. The
Phase Name field displays as a read-only field. Users must enter a phase number in the
Phase field; Vision automatically enters the phase name in the
Phase Name field.
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Show Task
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Use the drop-down list in this field to select a display option for task data. The option you select determines how task data is entered and displayed on the Expense Report form.
- Select
Number to display the
Task field. This field accepts and displays task numbers only.
- Select
Name to display the
Task Name field. This field accepts and displays task names only.
- Select
Both to display both the
Task and the
Task Name fields. The
Task Name field displays as a read-only field. Users must enter a task number in the
Task field; Vision automatically enters the task name in the
Task Name field.
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Show Account
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Use the drop-down list in this field to select a display option for account data. The option you select determines how account data is entered and displayed on the Expense Report form.
- Select
Number to display the
Account field. This field accepts and displays account numbers only.
- Select
Name to display the
Account Name field. This field accepts and displays account names only.
- Select
Both to display both the
Account and the
Account Name fields. The
Account Name field displays as a read-only field. Users must enter an account number in the
Account field; Vision automatically enters the account name in the
Account Name field.
- Select
None if you do not want to display either the
Account or
Account Name field. If you select this option, users are not required to enter accounts when completing expense reports.
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