System Expense Report Configuration Form

Use the System Expense Report Configuration form to turn on and configure the Expense Report Line Item Approval feature for your entire enterprise.

Location

To display the form, complete the following step:

From the Vision Navigation menu, click Configuration > Time & Expense > System Expense.

Contents

Field	Description
Expense Report Line Item Approval	Use the drop-down list in this field to turn the Expense Report Line Item Approval feature on or off. You have three options: Off — Select this option to turn off the Expense Report Line Item Approval feature for all projects. Vision disables all the other options on the Line Item Approval tab. By default, the Expense Report Line Item Approval feature is off. On — Select this option to turn on the Expense Report Line Item Approval feature for all projects. Vision enables options under Approver(s) for Expense Report Line Item Approval and enables the feature in the Expense Report application. By Project — Select this option to turn on the Expense Report Line Item Approval feature for selected projects. Vision enables all the other options on the form and enables the feature in the Expense Report application. If you select By Project, you must also select one or more project charge types under Expense Report Line Item Approval by Project Charge Type. The project charge types you select determine the projects that require line item approval. For example, if you choose By Project and Regular, then expenses entered for any regular project require line item approval, while expenses entered for overhead and promotional projects do not require line item approval. In addition, when you select By Project, the Expense Line Item Approval field displays on the Time & Expense tab of your Project Info Center records. Use this field to override the system settings for expense report line item approval on a project-by-project basis. For example, if you choose By Project and Regular, then expenses entered for all regular projects require line item approval. To turn off the line item approval feature for a selected regular project, open the project record and select No from the drop-down list in the Expense Line Item Approval field.
Require Line Item Approval to Post Expense Report	Select this option to require line item approval before an Expense Report can be posted. If you select this option, note the following: Principals, project managers, or supervisors must approve individual expense report line entries before you can post expense reports. You cannot post expense reports with lines items that are Unapproved or Rejected. If you want a designated Group or System administrator to approve employee expense reports (that is, all entries on each expense report) prior to posting, select Require expense reports to be approved before posting on the Setup tab of Company Expense Report Configuration. This is a company-specific setting.
Approver(s) for Expense Report Line Item Approval Options	You can select one, two, or all three of the approver options below, but you cannot leave this section blank. Each principal, project manager, or supervisor, is responsible for approving expense charges only for his/her own projects. Principal — Select this to require a principal to approve expense charges for specified projects. Project Manager — Select this to require a project manager to approve expense charges for specified projects. Supervisor — Select this to require a supervisor to approve expense charges for specified projects.
Expense Report Line Item Approval by Project Charge Type	If you select By Project in the Expense Report Line Item Approval field, use these options to limit the number or type of projects for which line item approval is required. You can select more than one option, but selecting all three has the same effect as selecting On in the Expense Report Line Item Approval field. Regular — Select this option to require line item approval for regular projects. Overhead — Select this option to require line item approval for overhead projects. Promotional — Select this option to require line item approval for promotional projects.

Toolbar Options

Field	Description
Save	Click this option to save System Expense Report Configuration entries and/or changes.
Print	Click this option to print the System Expense Report Company Configuration report. This report displays system settings (for the entire enterprise). The report does not display Company Expense Report settings. Those can be printed from the Company Expense Report Configuration toolbar. The report does not display Expense Report Categories settings. Those can be printed from the Expense Report Categories toolbar.
Help	Click this option to view help for Expense Report Configuration.