Use this drop-down box to select the functional role for which to query employee expense reports. All of the functional roles that are set up in your system and that are linked in the Employee Groups screen display in alphabetical order, with "Self" being the default.

Once you have selected the functional role, the groups to which the role is linked populate the Group section in alphabetical order. Highlight the group or groups that you want to query.

Use this drop-down box to select the expense report types you want to query. All expense report types that have been set up appear in the drop-down box in alphabetical order.

Use this drop-down box to apply filters to the query. The options are "None," "Missing Receipts," "Over Ceiling," and "Unallowable." The default value is "None."

Select the starting date of the expense reports you wish to view. This date is derived from the expense report date. This field is required.

Select the ending date of the expense reports you wish to view. This date also is derived from the expense report date. This field is required.

Select the order in which the employee expense reports should appear in the Results table after you select the Execute pushbutton.

The available options are "Employee Name," "Status," and "Expense Report ID." The default is "Employee Name."

If you select "Employee Name," the employees will be listed in alphabetical order in the Results table. If you select "Status," the employees will still be listed in alphabetical order; however, they will be additionally grouped by their status. The order of the status grouping will follow the order of the checkboxes in the Criteria group box. If you select "Expense Report ID," the employees will be listed in expense report ID order.

The Status checkboxes work in conjunction with the Counts fields. When you select the Execute pushbutton, the system will display the number of expense reports for each checkbox that is checked.  For example, if you selected the Approved checkbox, the system will display the number of approved expense reports found in the selected group(s). As the default, all checkboxes are selected.  

If you leave all the checkboxes unchecked, the system will display the following error message when you select the Execute pushbutton:  "At least one status needs to be checked."

Select this checkbox to display employees whose expense reports have a status of "Draft." The number of draft expense reports will display in the Counts field.

Draft status means the employee has an expense report that has not yet been submitted.

 

Select this checkbox to display employees whose expense reports have a submitted status. The number of submitted expense reports will display in the Counts field.

Submitted status means the expense report has been signed but not approved.

Select this checkbox to display employees whose expense reports have are under review. The number of expense reports under review will display in the Counts field.

Under Review status means some of the supervisors have approved the expense report, but not all.

Select this checkbox to display employees whose expense reports have an approved status. The number of approved expense reports will display in the Counts field.

Approved status means all supervisors have approved the expense report.

Select this checkbox to display employees whose expense reports have a rejected status. The number of rejected expense reports will display in the Counts field.

Rejected status means one supervisor has rejected the expense report.

Select this checkbox to display employees whose expense reports have a processed status. The number of processed expense reports will display in the Counts field.

Processed status means the expense report has been successfully exported.

Select this checkbox to display employees whose expense reports have a voided status. The number of voided expense reports will display in the Counts field.

Voided status means an employee or a supervisor has voided an expense report.

Select the Execute pushbutton to display the selected counts and to display the list of employees within the selected group or groups.

If no employees exist in the selected group with the selected statuses, the system will display the following error message:

"No employees found matching the search criteria."

The number of employees that can display is determined by the number entered by the System Administrator in the Max Search Rows field in the General Options tab of the General Configuration screen. If there are more employees to be displayed, a More pushbutton will appear on the bottom of the screen.

This non-editable column displays the expense report numbers of the employees who meet the selection criteria.

This non-editable column displays the names of the employees who meet the selection criteria. If the System Administrator selected the Show Employee ID checkbox in the Miscellaneous tab of the General Configuration screen, the IDs will display within parentheses after the names.

This non-editable column displays the statuses of the employees who meet the selection criteria.

Use the Select All pushbutton to select all displayed employees.  Once selected, the pushbutton will become Deselect All.  To select particular rows, select the blue area to the left of the row to highlight it.

If you have not selected the Execute pushbutton to populate the Results table, the system will display the following error message if you chose the Select All pushbutton:  "There are no employees available for selection."

Select the More pushbutton to display the next set of employees. If you selected employees before selecting the More pushbutton, the system will display the following confirmation message:  "Current selection of records will be lost. Do you want to continue?"  

If you select Yes, the next set of employees will display and the current selection will be cleared.  If you select No, the current selection of employees will remain.

Note: The More pushbutton will display only if the number of employees found in the search exceeds the value supplied by the System Administrator in the Max Search Rows field in the General Options tab of the General Configuration screen.

Select the OK pushbutton to display the selected employee or employees expense reports. The first selected employee expense report will display; use the navigation icons to see the other expense reports.

If no employees are selected when you select the OK pushbutton, the system will display the following error message: "At least one employee needs to be selected."

Select the Cancel pushbutton to return to the Expense Report screen.