Submitting and Managing Expense Reports
Keep track of your business expenses with an efficient expense report management tool. It is intuitive to use and creates a more efficient workflow, with features such as cash advance to report cash withdrawals, the option to pre-approve expense reports, the ability to see the comments for every document included in a report in a single overview, and the option to open an expense in the expense report and view it in granular detail (rather than list view), on the Expense Document card.
Get started by learning how to submit new expense reports, add existing entries to reports, and utilize key features such as improved comment visibility and warning notifications.
Submitting an expense report
The process is slightly different depending on whether you are submitting an expense from the Expense Mobile app or the Expense portal.
To submit an expense using the Expense Mobile app:
Select New Report.
In the Description field, enter a name for the report then click Create.
Select the Expense, Mileage, or Per Diem icon.
Fill in the required fields and add the relevant existing documents or new expenses, mileages, or per diems.
When you are finished, select Submit.
To submit an expense using the Expense Portal:
- Search
for Expense Reports and choose the related link. - On the action bar, select New to start a new expense report.
- Fill in the required fields.
- Under Expenses, Mileage, or Per Diem, add the required information.
- For Expense and Mileage you can attach relevant existing documents via the Line tab > Attachments.
- Select Add (+), then drag and drop/upload the relevant files, (receipt images or invoices).
- When you are finished, select Close. The report is saved automatically and you can see a tick in the top right corner.
Reviewing warnings in an expense report
Expense report warnings highlight issues that need to be resolved to ensure the accuracy and completeness of your expense reports. The process is slightly different depending on whether you are submitting an expense from the Expense Mobile app or the Expense portal, and the system-generated warnings include:
- Missing attachments for an expense
- A purchase contract that needs to be added
To review warnings using the Expense Mobile app:
- Select Open, then from the list, open the expense report that is displaying a warning.
- Review the expense report to ensure the all required information has been provided, the information is correct, and that no attachments are missing.
- To check the comments of the report, open the expenses, mileages, or per diems of the report and view the Admin Comments field.
To review warnings using the Expense Portal:
- Search for Expense Reports and choose the related link.
- Review your list of expense reports, if there are any warnings the report line will have red writing.
- Open the report and ensure the information is accurate and that all of the necessary fields have been filled in.
- Check the comments of the report, they are now directly visible on the document line within the expense report. Under Expenses, Mileage, or Per Diem > Line, select Comments to view comments for multiple documents from the report. This functionality allows you to quickly review all related comments without navigating to separate document lines.
See also
For more information about expense reports, see: