Approving or Rejecting Expense Reports

If you manage other employees or approve their expense reports, you can approve or reject the expense reports awaiting your approval.

Depending on your company's approval processes, expense reports may require several levels of approval. If the expense report includes receipts against two or more projects and your company requires expenses to be approved at the project level, you may approve only part of an expense report with expenses recorded against projects that you manage.

You can approve or reject:

• Each expense report separately. See Approving or Rejecting an Expense Report.

• Depending on your company's SuiteProjects Pro account configuration, you may be able to approve or reject receipts selectively in each expense report. See Approving or Rejecting Receipts Selectively in an Expense Report.

• Multiple expense reports at the same time. See Approving or Rejecting Multiple Expense Reports at the Same Time.

If you manage other employees or approve their expense report, you can approve or reject the expense report awaiting your approval.

Approving or Rejecting an Expense Report

To approve or reject an expense report:

1. Go to Expenses > Expense Reports – To approve > [Select an expense report] > Submit/Approve.

2. Choose Approve or Reject.

3. (Optional) Copy others into the expense report approval or rejection notification by entering their email addresses under Additional email addresses to Cc. A notification is sent to the person who submitted the expense report by default.

4. If you're rejecting the expense report, enter a reason for rejecting the expense report under Notes or comments.

5. Click Save to confirm the approval action and return to the expense reports to approve list.

Approving or Rejecting Receipts Selectively in an Expense Report

Depending on your company's SuiteProjects Pro account configuration, you may be able to approve or reject receipts selectively in each expense report.

To approve or reject time entries selectively in an expense report:

1. Go to Expenses > Expense Reports – To approve > [Select an expense report] > Expense report.

2. Choose Approve or Reject for each time entry listed in the expense report table.

   If you're rejecting a receipt, enter a Reason for rejecting the receipt.

3. Click Approve/Reject items to confirm the approval action and return to the expense reports to approve list.

   After you approve or reject receipts selectively in an expense report, that same expense report contains only the approved receipts and is now approved by you. It no longer appears in your expense reports to approve list.

   SuiteProjects Pro creates a separate expense report for rejected receipts, moves the rejected receipts to this new expense report automatically, and sets the approval status of this new expense report as rejected.

Approving or Rejecting Multiple Expense Reports at the Same Time

Depending on your access profile, you can approve or reject several expense reports at the same time from the expense reports to approve list using bulk actions. For more information about bulk actions, see Bulk Actions.

To approve or reject multiple expense reports:

1. Go to Expenses > Expense Reports – To approve.

2. Check the box next to the expense reports you want to approve or reject.

3. Click Bulk Actions in the list toolbar or press the shortcut key B.

   The Actions window appears.

4. Choose Approve the selected expense reports or Reject the selected expense reports.

5. If you're rejecting the expense reports, enter a reason for rejecting the expense reports under Notes or comments.

6. Click OK to approve or reject the selected expense reports and return to the list.