Add Advance Dialog Box

Use the Add Advance Task dialog box to create advance tasks.

Location

To display the Add Advance Task dialog box, complete the following steps:

1. From the Expense menu, click Settings > Expense Report Types.
2. On the Expense Authorization Tasks tab of the Expense Report Types screen, click Add Task in the Advance group box.

Contents

Task

Field	Description
Task Type	Use the drop-down list to select the advance task that should be performed. Choose from the following tasks: Approve- Select this to add an approval task. Review- Select this to add a review task. Attach- Select this to add an attachment task. Record- Select this to add a record task. Note: "Sign advance" is automatically added to all advance types and is given a task order number of "0." This field displays in the Tasks table after you click Save.
Level	Use this field to determine whether the task should be performed at the overall advance level, at the charge level, or whether it is for an attachment task. The options available in the drop-down list vary by Task Type: Overall- This option is available from the Level drop-down list if the Task Type is Approveor Review. Charge- This option is available from the Level drop-down list if the Task Type is Approve. Attachment- This option is available from the Level drop-down list if the Task Type is Approve, Attach, or Record.
Order	Use the drop-down list to select the order in which this task should be completed. You can use the same order number on different tasks. This field displays in the Tasks table after you click Save.
Attachment	This field that enables you to select the type of attachment that must be attached for this task. The drop-down list displays the attachment types you created in the Attachments section of the Administration > General Configurationscreen.
Initial Priority	Use the drop-down list to select the priority that should be given to the task. Valid values are Low, Medium, and High.
Start Date	Click to select a start date for this advance task.
End Date	Click to select an end date for this advance task.
Retain Completed Tasks on Revision	This field is only enabled when the Task Type is Attach. When you select this check box, the task must be redone if the advance is revised. Leave the check box clear if you do not want to enforce this requirement.

Role

Field	Description
Primary Role	Use this drop-down list to select the role that is primarily responsible for performing this task. This list displays all roles set up on the Functional Roles screen that have authority over employees, or employees and charges, and have the rights to view advances.

Note: This field displays in the Tasks table after you click Save.

Field	Description
Backup Role	Use this drop-down list to select the role that has backup responsibility for performing this task. This list displays all roles set up on the Functional Roles screen that have authority over employees, or employees and charges, and have the rights to view advances. Note: This field displays in the Tasks table after you click Save.
User Directed Tasks	Select this check box to enable employees submitting advances to choose which supervisors or other users are notified that the advance approval task is due.
Include Backup Role in User Directed Task List	Include Backup Role in User Directed Task List is available for selection only when you select the User Directed Tasks check box directly above. When you select the Include Backup Role in User Directed Task List check box, the names of those managers, supervisors, and administrators authorized to fulfill the backup role for advance approval tasks appear in a list from which the employee can choose. Any user selected by the employee receives an expense report approval task. Note: This list also includes those managers, supervisors, and administrators authorized to fulfill the primary role for advance approvals.

Business Rules

Field	Description
Rule	This field enables you to establish whether the task is required or optional. Select either Required or Optional from the drop-down list.
Edit	From the drop-down list select one of the following options: None Error Warning
Escalation	Use the Escalation section to enter the number of days, hours, and minutes that can pass after the end date before the task is upgraded to a low, medium, or high priority.
Days	Use the up and down arrows to set the number of days that can pass after the due date before the task is upgraded to a low, medium, or high priority.
Hours	Use the up and down arrows to set the number of hours that  can pass after the due date before the task is upgraded to a low, medium, or high priority.
Minutes	Use the up and down arrows to set the number of minutes that can pass after the due date before the task is upgraded to a low, medium, or high priority.
Notify	Select the check box if you want to notify the individual responsible for the task when it is over due. Whether the individual receives an e-mail or an alert is determined by the setting of the Notification check box on the Expense Classes screen.