Expense Reports Grid of the Approval Center Form

Use the Expense Reports grid to perform approval workflow tasks for expense reports. You can reorder the columns already displayed in the grid by dragging the column header to a new location.

Contents

Field	Description
Selection Check Box	Select the row before applying actions from the grid toolbar.
Approval Action	This column displays the Action Required drop-down list for the record type. The options on this list are. Approve: Select this option to approve the item. On the Approve dialog box, enter a comment 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 item. On the Reject dialog box, enter a 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 action does not display if: You make changes to a record while the workflow state is In Review. If the Reject Action field is set to None on the Workflow tab of Approval Workflow Settings (Settings > Workflow > Approval Workflows in the desktop application) for an approval workflow . You do not have the appropriate approvals workflow access rights, based on 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 move the approval assignment from one approver to another employee. This option is available if the Allow Approvers to Reassign option is selected on the General tab of Approval Workflow Settings (Settings > Workflow > Approval Workflows in the desktop application). You must also be the approval administrator for the record's approval workflow. Reopen: Select this option to push an approved record back to the last step of the approvals workflow. This option displays while you are viewing an approved record. This option is available if the Allow Employees to Reopen Closed Approval check box is selected on the General tab of Approval Workflow Settings in the desktop application.
My Action Required	This column displays the recommended action for the record based on the approval workflow.
Workflow State	This column displays the state of the record based on the approvals workflow. The possible workflow states are: In Approval: This workflow state indicates that the approver may approve or reject the record during the approval process. In Progress: This workflow state indicates that the approver may edit the record during the approval process. In Review: This workflow state indicates that the approver reviews the record based on the action specified in the approval workflow step. The approval process may restart based from the review output. Waiting: This workflow state indicates that the record is already in the approval process queue. Workflow states differ per approval record type: Approval Record Type Available Workflow States Absence Requests In Approval Expense Lines Timesheet Lines In Approval In Progress Waiting Expense Report and Timesheet In Approval In Progress In Review Waiting To display records that have been completed, turn on the Show Completed Approvals toggle on the grid toolbar.
Step	This column displays the step number of the record based on the workflow configuration.
Employee Name	This column displays the name of the employee for the associated record.
Report Name	This column displays the name of the expense report.
Report Date	This column displays the date when the expense report was created.
Total Expenses	This field displays the total amount of all the expense items on the expense report. This includes any company-paid items. However, if firm uses multiple currencies, this field displays the total amount, in the functional currency of the employee's company, of all the expense items as listed in the Payment Amount column in My Stuff > Expense Report, including company-paid items.
Company Paid	This column displays if Allow Company Paid Expenses is set to Yes in Settings > Expense > Options, for the employee's company. If the check box in this column is selected, then the line item is company paid. Company-paid expenses are reimbursed to the vendor, not the employee.
Advance Applied	This column displays the amount of any advances paid to the employee to cover expenses. This amount includes repayments for expenses for which the employee paid.
Total Due	This column displays the total amount that your firm owes to you for the expenses included on the expense report: Total expenses - Total company-paid expenses - Advances.
Company Name	This column displays the company associated with the request.
Employee	This column displays the employee number of the employee who is associated with the request.
Expense Report Group	This column displays the Expense Report group that the employee for the line item can access. If you have multiple companies, the groups that display depend on the selected company.
Status	This column displays the current status of the employee expense: In Progress, Submitted, or Approved. To display records that have a Posted status, turn on the Show Completed Approvals toggle on the grid toolbar.
	Click this icon to display the Approval Progress dialog box for the selected row. This displays at the right end of the row when you select it or hover over it.