Select Expense Report Dialog Box

Use the Select Expense Report dialog box to view a list of entered expense reports, open and edit expense reports, print expense reports, change the status of expense reports, approve expense reports, or purge expense reports.

You can select the employees, employee groups, and expense report status types that you want to display on the dialog box. Your Expense Report access rights determine which employees and employee groups are available to you.

Sort Information

You can sort information on the dialog box by employee number or name, expense report name or date, or expense report status. To sort information, click a column heading in the grid. For example, to sort by employee name, click the Employee Name column heading in the grid.

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. Vision does not save your sort selection when you close the dialog box.

Location

To display the dialog box, complete the following steps:

1. From the Vision Navigation menu, click Time and Expense > Expense Report.
2. On the toolbar, click Employees. If your firm uses the Multicompany feature, click the Employees and then clickSelect Employees.

Contents

Field	Description
Employee	The entries that you make in Employee and Group, along with the options that you select under Status Totals, determine which expense reports display in the Select Expense Report dialog box. Expense report listings update automatically when you change your employee, group, or status selections. To view a list of expense reports for a single employee, enter the employee number in this field. You can also leave this field blank and select one or more employee groups instead.
Group	The entries that you make in Employee and Group, along with the options that you select under Status Totals, determine which expense reports display in the Select Expense Report dialog box. Expense report listings update automatically when you change your employee, group, or status selections. Use the drop-down list in this field to select the employee group whose expense reports you want to display in the grid on the Select Expense Report dialog box. Only those groups to which you have access appear in the drop-down list. To view all expense reports for all groups to which you have access, select [All Group]. If you are using the Multicompany feature, only those groups to which you have access within the active company display in the drop-down list.
Show Posted Expense Reports	Select this option to list posted expense reports in the dialog box, along with In Progress, Submitted, or Approved expense reports.
Include Terminated Employees	Select this option to display terminated employees on the dialog box. You can view and print expense reports for terminated employees, but you cannot modify them.
Status Totals	The entries that you make in the Employee and Group fields, along with the options you select under Status Totals, determine which expense reports display on the Select Expense Report dialog box. Items update automatically when you change your employee, group, or status selections. The Status Totals section displays a breakdown of employee expense reports by status: In Progress, Submitted, Approved, Rejected or Posted. The number in the field to the right of each Status value indicates how many expense reports of that status exist for employee groups you have selected. The total number of expense reports of all status types that exist for the selected employee groups displays in the Total field. You can use the Status Totals section to select, by status, which employee expense reports to display on the Select Expense Report dialog box. When you open the Select Expense Reports dialog box, all the Status Totals options are selected. To narrow the display, clear one (or more) of the Status Totals options. The Approved field displays only if your system administrator selects Require expense reports to be approved before posting on the Setup tab of Company Expense Report Configuration.

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. On the Print Preview form, 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 grid 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 the field, in the sequence that you want them to display. Not all options are available on all grids.
Save	Click this option to save any status changes that you have made. If you have Group, Company, or System access to the Expense Report application, you can change the status of any expense report to which you have access, as long as the expense report has not yet been posted. This option is not displayed when the approvals workflow is enabled.
Approvals	Click this drop-down to select one of the following options: Do Required Action — Select this option to progress the selected expense report to the next step, based on the approvals workflow for expense reports. Access to expense reports that you can push to the next step is based on your approvals workflow role. If the next step for the expense report is an approval step, the Approve dialog box displays. Enter a comment on the Approve dialog box, as needed. Reject — Select this option to reject the record. On the Reject dialog box, enter a required comment and click OK. The approval process continues to the next step based on the configured approval workflow for the record. The Reject option is not available if you make changes to a record while the workflow state is In Review. It is also not available when None is selected in the Reject Action field on the Workflow tab in Approval Workflows Configuration for an approval workflow step. This option is displayed if the approvals workflow is enabled for expense reports in Configuration > Time & Expense > Company Expense.
Purge Reports	Click this option to delete posted expense reports from your database. When you click this option, Vision displays the Purge Posted Expense Reports dialog box. This option is not available for employees with the staff approval role, based on the employee role configuration in the Expense tab of the Employee Info Center.
Refresh Status	After you change the status of an employee expense report, click this option to update the status. If you have Group, Company, or System access to the Expense Report application, you can change the status of any expense report to which you have access, as long as the expense report has not yet been posted. This option is not displayed when the approvals workflow is enabled.
Print	Use this option to do the following: Click Status Report to print an Expense Report Status Report. This report includes all the employee expense report information displayed in the dialog box. Select one or more expense reports, and click Print > Summarized Report to print the Summarized Expense Report for those expense reports. Select one or more expense reports, and click Print > Detailed Report to print the Detailed Expense Report for those expense reports. To include supporting documents associated with the selected expense reports when you print either of the reports, click Print and make sure Print Supporting Documents is selected before you print the report. Supporting documents display immediately after the expense report they are associated with and 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, it displays in Adobe Acrobat rather than in the standard report Preview window. The Enable FILESTREAM option must be selected on the General tab of the Weblink utility in order to print supporting documents. If the Enable FILESTREAM option is not selected, then this option will not be visible.

Grid Fields

Field	Description
Employee	This field displays the employee number.
Employee Name	This field displays the employee name. Click in this field to send the employee an instant message or email.
Group	This field displays the name of the group to which the employee is assigned.
Report Name	This field displays the name of the expense report.
Date	This field displays the date the expense report was created.
Status	This column displays the status of the expense report: In Progress, Submitted, Approved, or Posted. Note that posted expense reports display in this column only if you select the Show posted expense reports option.
State	This column displays the current state of the line item based on the approvals workflow. This columns is displayed if the approvals workflow is enabled for expense reports.
Step	This column displays the current step of the line item based on the approvals workflow. This column displays the current state of the line item based on the approvals workflow.
My Action Required	This column displays the approval action for the line item based on the approvals workflow. This column displays the current step of the line item based on the approvals workflow.

Dialog Box Buttons

Field	Description
Select	Click the row that contains the employee expense report that you want to approve, then click Select. Vision opens the selected expense report. After you open the employee's expense report, you can edit and/or approve the expense report.
Select All	Click this option to select and open all expense reports currently displayed in the dialog box. After you open the employee expense reports, you can edit and/or approve the expense reports.
Close	Click this option to exit the dialog box and clear any unsaved status changes.
Help	Click this option to view online help for the Select Expense Report dialog box.