How You Submit an Expense Report from a Mobile Device

Using mobile devices, such as iPhone and iPad, you can create and submit expense reports with both cash and corporate card transactions. Cash transactions include cash, checks, or personal credit cards to pay for business expenses.

If your business unit is enabled to do so, you can select your preferred method of payment using the Payment Method option while submitting expense reports on your mobile app. This option is available in the Create section of the Submit Report screen.

While adding or modifying expenses on your mobile app, use the Template field on the Add Expense or Edit Expense screen to select or change the expense template. This field lists all the templates available for your business unit. By default, it displays the last used expense template. However, if you're adding an expense for the first time, the default value is the expense template defined for your business unit.

You can upload receipts in PDF format or images from your mobile device when you submit the expense report. You can also preview the attached PDF file before you submit the expense report. For example, you receive PDF receipts for airfare, hotel, and car rental for a business trip. You can upload the PDF receipts from the mobile device instead of taking a screen capture and uploading the receipts.

Note: If you lost your receipts or don't have them readily available, you can submit the expense report without receipts. You can do this only if your company policy permits you to submit expense without receipts. While submitting an expense, select the Receipt Missing check box and enter a reason for not attaching the receipts in the Justification field. You can attach or email the missing receipts later.

When you submit an expense report from the mobile device, you might observe the following:

The Submit Expense screen doesn't display the expense items with missing information or error.
If you submit an expense report and if it fails any validations, then the expense report is Saved as a draft in the web application.

When you submit your expenses from the mobile application, and if all validations pass, the expense report gets submitted successfully. If you submit an expense report with missing or invalid information, the Expenses web application saves the report with a Saved status.

You can use the Expenses mobile application to withdraw an expense report that's been previously submitted, edit it and resubmit it. You can also edit and resubmit an expense report that's been rejected by approvers or returned by auditors. See the "Withdraw, Edit, and Resubmit Expense Reports" section in this topic for more information.

Expense Items with Missing Information

The Submit Expenses screen displays only the expense items without errors or missing information. The following could be one of the reasons why you don’t see an expense in the Submit Expenses screen:

Expenses without descriptions as required by the applicable business unit
Expenses without justifications
Expenses without project and task information as required for a project user.

You must provide the missing information to clear these errors.

Tip: You can upload the expenses with errors or missing information to the Expenses web application without providing the missing information.

Expense Report with a Status of Saved

If you submit an expense report from a mobile device with invalid or missing information, the Expenses web-based application saves the report with a status of Saved in the following conditions:

Expense report violates a policy that is over the allowed limit and company policy prevents submission of a report if a policy violation occurs.
Expense type requires itemization.
Expense type selected for the expense is not applicable for the date selected.
Company policy prevents submission of the expense report if you don't attach the required receipts in image format.
Cost center for one or more expenses doesn't exist in the Expenses web-based application, and will not create the cost center account automatically.
Project assigned to Expenses is invalid.
Required descriptive flexfield for expense items is missing.
Required tax fields for expense items are missing.
Required category-specific fields for expense items are missing.

Withdraw, Edit, and Resubmit Expense Reports

To withdraw an expense report that's been previously submitted:

Click History on the Home screen of your mobile Expenses application, and then select the expense report that you want to withdraw.
On the View Report screen of your selected expenses report, click Withdraw.
Note: The Withdraw option appears only for expense reports that have been submitted but whose status have not yet reached "Ready for Payment Processing" (which means they have not yet been approved by an expense auditor). It also doesn't appear on expense reports that have already been withdrawn.
Click Yes on the warning message that appears to confirm your withdrawal.
The report now appears with a Withdrawn status on the Submitted Reports screen.
To resubmit a report that's been withdrawn, select it, and click Resubmit.

To edit an expense report that was returned or rejected:

Click History on the Home screen of your mobile Expenses application and select the rejected or returned report.
Click Edit.
Make your necessary changes and click Resubmit.