Toolbar of the Expense Report Form

Use the toolbar options to work with expense reports.

Contents

Field	Description
Save	Click this option to save entries to the current expense report.
New	After you click this option, select one of the following: Click New Expense Report to open a blank Expense Report form. Use the blank form to create a new expense report. Click Copy Current Expense Report to copy expense information from the current expense report to a new expense report. Click Select Expense Report to Copy to open the Expense Report Selection to Copy dialog box and select an expense report to copy. When you copy an expense report, Vision copies active project detail lines, with the exception of the report name, report date, and the dates and amounts for individual expense items. Vision does not overwrite any existing entries to the expense report receiving the copied data. To copy an expense item from one row on an expense report to a new row on the expense report, use the Copy button at the upper right of the Expense Report grid.
Open	Click this option to open a different expense report, on the Expense Report Selection dialog box. Use this dialog box to select the expense report that you want to open.
Delete Report	Click this option to delete the current expense report from your Vision database. To delete a single expense item from an expense report, use the Delete button at the upper right of the Expense Report grid.
Submit	Click this option to submit the current expense report for processing. If you uploaded a document into Vision for the expense report and later disassociated the document from all expense report rows, Vision displays a message that lists any "orphaned" documents and notifies you that they will be deleted from Vision when you submit the expense report. Click Yes to submit the report and delete the documents. Click No if you want to review the documents to determine if they should be associated with the expense report.
Approvals	This option displays after an expense report is submitted, if you are an approver for the current step of the approval process. Click this option and then select one of the following items: Unsubmit — Select this option to retract or take back a record that has not been approved in any step of the approval workflow. You can only unsubmit your own record. On the Unsubmit dialog box, enter a required comment and click . This option is configured in the Allow Users to Unsubmit Their Own Expense Report field in the General tab of Configuration > Workflow > Approvals Workflow. This option does not display if the current step of the open record in the approvals workflow does not allow records to be unsubmitted. Unsubmitted records will have the Rejected status and state. Reopen — Select this option to push an approved record back to the last step of the approvals workflow. This option displays when you view an approved record and is only available for employees that have the rights to reopen records as configured in Allow Employees to Reopen Closed Approval Records field in the General tab of Configuration > Workflow > Approvals Workflow. Review — Select this option to send the record for review. This option displays if the approver edited the record. The approval process continues to the next step based on the configured approval workflow for the record. Records submitted for review will have the state set to In Review. Approve — Select this option to approve the record. On the Approve dialog box, enter a comment as needed, and click OK. The approval process continues to the next step based on the configured approval workflow for the record. This option is available based on the state of the workflow. Reject — Select this option to reject the record. On the Reject dialog box, enter a required comment and click OK. Based on the configured approval workflow for the record, the record could be sent back to the employee who submitted it. The Reject option does not display if: You make changes to a record while the workflow state is In Review. When None is selected in the Reject Action field on the Workflow tab in Configuration > Workflow > Approvals Workflow for an approval workflow step. You do not have the appropriate approvals workflow access rights. The access rights to reject a record are based on the approvals workflow configuration. Reassign — Select this option to open the Change Assignment dialog box and assign an additional employee to the current approval step for the record or to reassign (move) the approval assignment from one approver to another employee. This option is available if the Allow Approvers to Reassign check box is selected for the approval workflow on the General tab in Approval Workflows Configuration. The option is also available if you are the approval administrator for the record's approval workflow. If you reassign the current approval step and select the Move Assignment option on the Change Assignment dialog box, the Approvals option is removed from the toolbar for the employee you entered in the From field on the dialog box, who is no longer assigned to the approval step. If the employee who is removed from the assignment is the approval administrator for the approval workflow, then the Approvals option remains on the toolbar. This option displays when you use an approvals workflow for expense reports. The approvals workflow for expense reports is enabled in Configuration > Time & Expense > Company Expense.
Employees	Click this option to select a different expense report or reports to approve. When you select this option, Vision displays the Select Expense Report dialog box. Use this dialog box to select the employee expense reports that you want to approve. This option displays on the toolbar only if you have Group or System access to the Expense Report application. If you are using the Multicompany feature, the Employees button displays as a drop-down and includes a Select Company option that enables you to select an expense report in a different company.
Print	After you click this option, decide whether or not you want to include supporting documents and then select the summarized or detailed version of the report. To include supporting documents associated with the expense report when you print either report, select Print Supporting Documents before you print the report. Supporting documents display in the order of the expense rows they are linked to. (If the same document is linked to more than one expense row, only one copy of it is included in the report.) If the report includes any supporting documents, the report displays in the application that you use to view .PDF files, rather than in the standard report Preview window. Click Print Summarized Report to print a summary of the expense information. The Summarized Expense Report includes the date, category, description, amount, project number, phase number, task number, billing status, and account number for each expense. Expense details are not included on the report. Click Print Detailed Report to print the expense report with full detail. A Detailed Expense Report includes all of the information from the Summarized Expense Report plus any expense detail information entered on a Detail form.
Option	Click this option to select a printing option for your expense report. Your options are: Print Detailed Expense Report when submitted — Vision automatically prints a Detailed Expense Report when you submit your expense report. Print Summarized Expense Report when submitted — Vision automatically prints a Summarized Expense Report when you submit your expense report. Do Not Print — Vision does not print your expense report when you submit it.
Currency	Click this option to display the Currency Override dialog box. Use this dialog box to override the exchange rate for the expense report or to select a different transaction currency for the expense report.
Help	Click this option to view online help for the Expense Report application.