Header Fields for the Expense Report Form

Use header fields to search for expense reports, create new ones, or review expense report status and payment status.

Header Fields

Field	Description
Find expense report	At the top of the Expense Report form, enter a partial or complete name or number in the Find expense report lookup field to find and select an existing expense report that you want you want to review, modify, or process for approval. The expense reports included in the drop-down list can include active, inactive, and dormant expense reports. Your security role and access rights determine the returned record results; some records may be restricted. Your current record selection will be preserved if you switch to another application and then return to this form. For information about creating and using searches, see the Search Vantagepoint help topics.
Search Navigation Controls	The Search Navigation Controls display to the right of the Find lookup field at the top of most Vantagepoint hub and application forms. Use these controls and their related components to quickly locate a saved search, create ad hoc or new searches, page through records, and find and select multiple hub records. On the Saved Search control (), click to display the Saved Searches (left) pane and Record Selection (right) pane. Most search types include standard, personal (My Searches), shared, and complex searches, as well as an ad hoc search Selection. Available search types vary, depending on the active hub or application form. For more information about Search Navigation Controls, see Search Quick Reference, Components of a Search, and Use Search Navigation Controls to Filter Records.
Saved Searches List	To filter the list of expense reports, select one of the following search types: Quick Find: Use this field to locate a specific search or group of searches in a long list of searches. Enter one or more characters in this field and then pause to allow time for the results set to refresh. The records returned for the search are listed in the Records Selection pane. Selection: If available, this ad hoc search appears in the Saved Search control and also in the Saved Searches list. This type of search is based on an existing search in the Saved Searches list and, typically, comprises a portion of all the available hub or application records that were included in the saved search. Use this type of search to quickly view a specific subset of records for a standard search. Only one ad hoc Selection is available at any given time and will remain unchanged until you either update it or create an ad hoc search. For more information, see Select Hub Records for an Ad Hoc Search and Edit an Ad Hoc Search Selection. My Expense Reports: Display your expense reports. My In Progress: Display your expense reports that were started but not yet submitted for approval. This option is available if employee expense approval workflow is enabled. My Unpaid: Display expense reports with a balance or that are unpaid. My Paid: Display expense reports that are already paid for. All In Progress: Display all expense reports that were started but not yet submitted for approval. The number displayed beside the filter option name references the number of employee reports that are in progress. This option is available if the employee expense approval workflow is enabled. All Submitted: Display all expense reports that were submitted for approval but which have not yet been approved. The number displayed beside the filter option name references the number of employee reports that were submitted. This option is available if the employee expense approval workflow is enabled. All Pending Approval: Display all expense reports that are waiting for your approval. Search results that are displayed with this filter are based on your approval role in the employee expense approval workflow. The number displayed beside the filter option name references the number of employee reports that are pending your approval. This option is available if you are the approver and the employee expense approval workflow is enabled. + New Search: Display the New Search dialog box, on which you can create your own search filter based on your preferred search criteria. You can use standard or user-defined search criteria to create a new custom search filter. Custom searches are limited, based on your approval role and access rights. If you use multiple companies, the search results display applicable expense reports from all companies, based on your access rights. For more information about Search Navigation Controls, see Search Quick Reference and Components of a Search. For step-by-step instructions related to searches, see the following topics: Create and Save an Expense Report Search Search Vantagepoint
x of x	Use these arrow icons to scroll through the records in the search results and display a different record on the form. The numbers indicate which record you are viewing out of the total number of records in the search results.
+ New Expense Report	If you have administrative access, you have additional options when creating a new expense report. Select an option to create an expense report: For Myself: Create a new expense report for yourself. For Someone Else: Create a new expense report for another employee. When you select this option, a Select Employee dialog box is displayed, on which you select the employee for whom you are creating the expense report. The Expense Report form displays a message that the form is being prepared for use in a company if: Your firm uses multiple companies. The company associated with the expense report that is currently displayed in the Expense Report form is different from the company of the employee that you selected. During this process, the Expense Report form is locked while it loads the correct company settings for the expense report based on the company associated with the selected employee.
Employee Image	When you create a new expense report for yourself or for someone else, an employee image is automatically included in the expense report if one is available in the Employees hub.
Expense Report Name	When you create a new expense report, enter a name for the expense report in this field above the grid. If you need to change the name of an expense report, click next to the name and date. If displays next to the name and date, you cannot edit the expense report.
Report Date	When you create a new report, this field defaults to the current date. You can enter or select a date. If you need to change the date of an existing expense report, click next to the name and date.
Employee	This field displays the name of the employee for whom the expense report was created. Click the field to display the Employee dialog box, on which you can view more information about the employee. (You can also access the Employee hubs from the Employee dialog box by selecting the Go to Employee Hub option in the Action drop-down menu.) If you use multiple companies, the employee name is followed by the company that the employee's expense report is associated with.
Report Status/Payment Status	The Report Status field displays the status of the expense report (In Progress, Submitted, Approved, Rejected, or Posted). The Payment Status field indicates the current processing stage for each expense report. This status changes as the expense report moves through the process. The possible settings are: <blank>: The expense report is not yet posted. To Be Paid: The expense report is posted, but not yet paid in full. Paid: The expense report is both posted and paid in full. You can click the field to see an info bubble that contains Paid Date, Check/Reference #, and Amount details.