This field displays the expense report number. The system assigns the number, which is incremental, when you fill out the general wizard portion of the expense report. Click in the field to be taken to the General wizard portion of the expense report. This field is blank when you first enter the Expense Report screen.

This field displays the expense authorization number that has been used for this expense report. Click in the field to be taken to the General wizard portion of the expense authorization where you can view details regarding the authorization. This field is blank when you first enter the Expense Report screen.

Note: This field will be shown only if the Expense Report Type that was selected has an authorization type set to "Optional" or "Required."

This field displays the expense report type. It is blank when you first enter this screen. You assign it when you fill out the General wizard portion of the expense report. Once you save, you cannot change this field.

This field displays the description that you enter in the Short Description field of the General wizard portion of the expense report. It is blank when you first enter this screen. To edit this field, click in the Report field. You will be taken to the General wizard portion of the expense report where you can make changes.

This field displays the employee name and employee ID (if the Show Employee ID checkbox is selected in the Miscellaneous tab of the General Configuration screen) of this expense report. It is blank when you first enter this screen.

This field displays the expense class of the employee. It is blank when you first enter this screen. The employee determines the expense class when he fills out the General wizard portion of the expense report and uses the Expense Class field in the Employee History. Once you save this field, you cannot change it.

This field displays the primary charge for the expense report, if only one is used. If more than one is being used, "See Charge Allocation" will display. This field is blank when you first enter this screen. Click in this field to go to the Charge Allocation Schedule to view and approve charge allocations.

This field displays the UDT that was selected in the Header UDT field in the Miscellaneous tab of the Expense Configuration screen. It is blank when you first enter the screen. If you change this selection, only new expense reports will show the new UDT.

This field displays the purpose that was entered in the Purpose field of the General wizard portion of the expense report. It is blank when you first enter the screen. To edit this field, click in the Report field. You will be taken to the General wizard portion of the expense report where you can make changes.

This field displays the revision number of the expense report. It is blank when you first enter the screen. When the employee saves an expense report, the revision number is zero. Each time a change is made after the expense report is submitted, this number increases by one. If you click in this field, you will be taken to the Revision Schedule that shows the details of all changes.

This field displays the status of the expense report. It is blank when you first enter the screen. The valid values are:

• Draft - The expense report is in process. It has not yet been submitted.

• Submitted - The expense report has been signed but no approvals have taken place.

• Under Review - The expense report has been signed and it requires more than one approval, of which at least one has been completed.

• Approved - The expense report has been signed and all required approvals have been completed.

• Rejected - The expense report has been rejected by a supervisor.

• Processed - The expense report has been exported to the financial system.

• Voided - The expense report has been voided by an employee or a supervisor.

This field displays the status of the receipts. It is blank when you first enter the screen. The valid values are:

• Received - All of the required receipts have been received by the receipts administrator.

• Pending - The receipts administrator has not received all of the required receipts.

• Not Applicable - No receipts are required for this expense report.

This field displays the date on which the expense report was entered. It is blank when you first enter the screen. The system assigns the date when you fill out the General wizard portion of the expense report. Once you select the Finish pushbutton, you cannot edit this field.

This field displays the starting date of the expense report. It is blank when you first enter the screen. The system assigns this date when you fill out the General wizard portion of the expense report. If there is no Start Date field in the General portion of the expense report, this field will display the expense report date. To edit this field, click in the Report field. You will be taken to the General wizard portion of the expense report where you can make changes.

This field displays the ending date of the expense report. It is blank when you first enter the screen. The system assigns this date when you fill out the General wizard portion of the expense report. If there is no End Date field in the General portion of the expense report, this field will display the expense report date. To edit this field, click in the Report field. You will be taken to the General wizard portion of the expense report where you can make changes.

This field displays the amount of all expenses that are over the company-defined ceiling. It is blank when you first enter the screen. It is updated as you enter expenses in the wizards and will be green. If there are no expenses that are over ceiling, this field will display "0.00."

 

If you click in this field, you will be taken to the Over Ceiling Schedule that shows expenses that are over the company’s defined ceiling limit. If the Schedule tab of the Expense Report Types screen lists the Over Ceiling Schedule as "Hidden," the hyperlink will not be available and the schedule will not be displayed.

This field displays the amount of all expenses that are billable. It will be blank when you first enter the screen. It will be updated as you enter expenses in the wizards and will be green. If there are no billable expenses, this field will display "0.00."

 

If you click in this field, you will be taken to the Billable Schedule that shows the expenses that have a "Billable" status. If the Schedule tab of the Expense Report Types screen lists the Billable Schedule as "Hidden," the hyperlink will not be available and the schedule will not be displayed.

 

Note: This field will not be displayed if the expense report type is not configured to display it.

This field displays the amount of all expenses that are not billable. It is blank when you first enter the screen. It is updated as you enter expenses in the wizards and will be green. If there are no non-billable expenses, this field will display "0.00."

 

If you click in this field, you will be taken to the Billable Schedule that shows the expenses that have a "Billable" or "Non-Billable status. If the Schedule tab of the Expense Report Types screen lists the Billable Schedule as "Hidden," the hyperlink will not be available and the schedule will not be displayed.

Note: This field will not be displayed if the expense report type is not configured to display it.

Select how you want to view expenses. Valid options are "Category Column," "Date Column," and "Standard View."