Revising and Approving Expense Reports

This chapter discusses how to:

• Revise an expense report

• Approve expense reports

Revising an Expense Report

This section provides an overview of expense report revisions and discusses how to revise an expense report.

Understanding Expense Report Revisions

After you enter the expense report, but before you submit it, you can review the report for errors, provide any missing information, or revise it. You can also delete expenses and add new expenses, if necessary, and you can review the expense report totals to verify the amount that you or the credit card company will be reimbursed.

To revise an expense, select the expense report, and then click the link on the expense category, represented by the underline to access the expense report details. You can revise any of the detail information, but you should note:

• If you originally specified a split Charge To Type, you cannot revise it to a non-split Charge To Type. Instead, you must delete the expense and reenter it.

• If you select an expense that is a summary receipt, the system displays the last expense that was entered for the receipt. Click the Previous link (in the lower left area of the form), to display each expense, or click the Next link to toggle between individual expenses entered for the summary receipt.

After you submit the expense report, you can track its progress through the reimbursement process by reviewing the status that the system assigns to it.

You cannot revise an expense report that has been submitted unless it has been rejected by the manager or the auditor.

Printing Expense Reports

As an alternative to reviewing expense reports online, you can print an expense report by choosing it and then clicking the Print Report link. The system runs the Expense Report Print program (R09E116). No processing options are associated with this program.

Deleting Expense Reports

You can delete an expense report only when it at status 100 (Pending Completion) by choosing it and clicking Delete.

Forms Used to Revise Expense Reports

Revising Expense Reports

Access the Edit Expense Detail Information form.

Approving Expense Reports

This section provides an overview of the expense report approval process and discusses how to approve expense reports.

Understanding the Expense Report Approval Process

If the company requires management approval of expense reports before reimbursement and if you are set up as the manager on the employee profile, you must review and approve expense reports before the employees can be reimbursed. A processing option allows you to override the approving manager, if necessary.

After an employee submits an expense report, the system sends you a notification message that an expense report requires your approval. You can review the expense report details, and then either accept or reject the report. Depending on where messages are delivered, you can approve expense reports from the message center, email system, or using the Expense Entry program.

If you accept an expense report, the system completes the Approved Date field, which is visible from the Auditor's Workbench program only, and changes the report status according to your expense report routing rules.

If you reject an expense report, you must specify the reason that you are rejecting it. The employee receives a notification that their expense report was rejected and that it must be modified and resubmitted. The expense report status changes from a Manager Approval Required status to Employee Review From Manager status.

Note. It is possible to set manager approval escalation by expense report total and the time that has elapsed while the report was in the JD Edwards EnterpriseOne Expense Management system.

When you set up the distribution list, you can also set up escalation rules that will determine which approving manager should receive the workflow message. You can set up escalation rules based on the amount of the expense report. Additionally, you can specify that the report be sent to managers based on the amount of time that has elapsed since it was available to be reviewed.

See Also

JD Edwards EnterpriseOne Tools 8.96 Workflow Tools Guide

Forms Used to Approve Expense Reports

Approving an Expense Report

Access the View Expense Report Information form.

Review and select the Expense Report Number to review.

Access the Expense Report Approval form.

If you select Reject and then click OK, a message form appears which allows you to explain why you are rejecting the expense report.