Using Custom Workflow-Based Approvals for Expense Reports

You can use SuiteFlow to create a custom workflow to process approvals for expense reports. Using SuiteFlow for expenses provides more flexible processes for approvals.

For example, using workflows to process expenses allows for using a non-sequential approval process or conditionalized routing. You can set up a workflow that requires action from specific employees. You can show buttons on forms at certain stages, sends email based on actions taken, and much more.

Note:

If you previously used the Approval Routing feature for purchase approvals, read Switch From the Approval Routing Feature to Suiteflow for Expenses before you proceed.

To use SuiteFlow to process expense reports:

1. To enable features, go to Setup > Accounting > Preferences > Accounting Preferences.

   1. On the Transactions subtab, enable the Expense Reports feature.

   2. On the SuiteCloud subtab, check the SuiteFlow box.

   3. Click Save

   4. On the Employees subtab, check the Approval Routing box.

   5. click Save

      This feature must be enabled to use these fields on employee records:

      • Purchase Limit

      • Purchase Approver

        These fields are required for use with the workflow.

2. To enable Approval Routing for expense reports, go to Setup > Accounting > Preferences > Accounting Preferences.

   1. To use SuiteFlow for expense approvals, on the Approval Routing subtab, check the Expense Reports box.

3. Set up an approval workflow. You must use SuiteFlow to create a workflow to apply to your expense reports.

   For more information, see Creating Your First Workflow.

   You can incorporate the following options into your expense approvals workflow:

   • Hierarchical or custom routing rules

   • Email notifications that include links to drill down to records for approval

   • Approve and Reject buttons

   • Respecting approval limits

   • Updating the Approval Status and Next Approver field on records

   • Preventing records that are pending approval from being edited

   • Designating an alternate approver

Note:

If the record is processed through multiple levels of approval by different users in a routing loop, note the following. You should use a custom workflow field that refers specifically to the current approver's approval status. This lets you track the current approver's approval status separately from the overall approval status of the record.

Approving an Expense in the Employee Center Using SuiteFlow

When you use SuiteFlow for expense approvals, the Employee Center is the primary workspace for processing expense approvals.

• The Employee Center shows the Expense Reports to Approve reminder and Approve Expense Reports queue.

• Employees are shown all expenses for which they are the next approver.

• Users are not required to have the Full permission for the Employee Center to approve and reject expenses through the Employee Center. They can do so with only the View permission.

• Reminders that show in the Employee Center drill down to the approval queue page for expense reports. You can still click through notification email and use the buttons on the expense form (such as Approve, Reject, etc.)

• An approver that is associated with one subsidiary is able to see only records that are associated with the same subsidiary to make approvals.

To approve an expense using SuiteFlow:

1. Log in to the Employee Center.

2. Click Approve Expense Requests.

3. Select a process in the Action field.

   The Action field lists the available actions of all expense workflows. For example, you can select the workflow action of Approve, or alternately select the action Reject.

   Actions available in the field are shown as follows:

   Workflow name : Workflow state : Workflow action

   This is an example of a workflow action selection:

   Expense Approval Routing : Pending Approval : Approve

   The third section shows the action that will be implemented for the selected purchases. In the case above, that action is to Approve.

   The selection you make in the Action field filters the list of purchases that are displayed.

   For example, select the action “Expense Approval Routing : Pending Approval : Approve.” The list of expenses that appear are only ones that meet the following conditions:

   • Uses the workflow named Expense Approval Routing

   • Has a status of Pending Approval

   You can select All in the Action field to show expenses associated with all workflows and actions.

4. After you select the workflow and action, check the Select box next to each expense you wish to process using the action you have selected.

5. Click Submit.

You also have the option of manually selecting a status in the Approval Status field on an expense.

Related Topics

• Approving an Expense Report

General Notices