Select Expense Report Dialog Box

Use the Select Expense Report dialog box to view a list of entered expense reports, open and edit expense reports, print expense reports, change the status of expense reports, approve expense reports, or purge expense reports.

You can select the employees, employee groups, and expense report status types that you want to display on the dialog box. Your Expense Report access rights determine which employees and employee groups are available to you.

Sort Information

You can sort information on the dialog box by employee number or name, expense report name or date, or expense report status. To sort information, click a column heading in the grid. For example, to sort by employee name, click the Employee Name column heading in the grid.

You can sort information in ascending or descending order. Click a column heading once to establish a sort order. Click the column heading again to reverse the sort order. Vision does not save your sort selection when you close the dialog box.

Location

To display the dialog box, complete the following steps:

From the Vision Navigation menu, click Time and Expense > Expense Report.
Click Employees on the toolbar.

Field	Description
Employee	The entries that you make in Employee and Group, along with the options you select under Status Totals, determine which expense reports display in the Select Expense Report dialog box. Expense report listings update automatically when you change your employee, group, or status selections. To view a list of expense reports for a single employee, enter the employee number in this field. You can also leave this field blank and select one or more employee groups instead. To select an employee, enter an employee number directly in this field, use the Quick Find feature, or click to select an employee using the Employee Lookup.
Group	The entries that you make in Employee and Group, along with the options you select under Status Totals, determine which expense reports display in the Select Expense Report dialog box. Expense report listings update automatically when you change your employee, group, or status selections. Use the drop-down list in this field to select the employee group whose expense reports you want to display in the grid on the Select Expense Report dialog box. Only those groups to which you have access appear in the drop-down list. To view all expense reports for all groups to which you have access, select [All Group]. If you are using the Multicompany feature, only those groups to which you have access within the active company display in the drop-down list.
Show Posted Expense Reports	Select this option to list posted expense reports in the dialog box, along with In Progress, Submitted, or Approved expense reports.
Include Terminated Employees	Select this option to display terminated employees on the dialog box. You can view and print expense reports for terminated employees, but you cannot modify them.
Status Totals	The entries you make in the Employee and Group fields, along with the options you select under Status Totals, determine which expense reports display on the Select Expense Report dialog box. Items update automatically when you change your employee, group, or status selections. The Status Totals section displays a breakdown of employee expense reports by status: In Progress, Submitted, Approved, or Posted. The number in the field to the right of each Status value indicates how many expense reports of that status exist for employee groups you have selected. The total number of expense reports of all status types that exist for the selected employee groups displays in the Total field. You can use the Status Totals section to select, by status, which employee expense reports to display on the Select Expense Report dialog box. When you open the Select Expense Reports dialog box, all the Status Totals options are selected. To narrow the display, clear one (or more) of the Status Totals options. The Approved field displays only if your system administrator selects Require expense reports to be approved before posting on the Setup tab of Company Expense Report Configuration.

Grid Options

Field	Description
Drop-Down	Click the drop-down arrow on a grid header to complete any of the following actions: To print grid data, click Print. When the Print Preview form displays, click File > Print to send the grid data to your default printer. To export grid data to an Excel spreadsheet, click Export to Excel. When Microsoft Excel opens, use its features to modify, print, or email the data, or to save the spreadsheet file locally. To turn on grouping for a grid, click Enable Grouping. When a field displays with the instruction: "`Drag a column header here to group by that column`," drag and drop column headers into this field, in the sequence that you want them to display. Not all options are available on all grids.
Save	Click this option to save any status changes that you have made. If you have Group, Company, or System access to the Expense Report application, you can change the status of any expense report to which you have access, as long as the expense report has not yet been posted.
Purge Reports	Click this option to delete posted expense reports from your database. When you click this option, Vision displays the Purge Posted Expense Reports dialog box.
Refresh Status	After you change the status of an employee expense report, click Refresh Status to update the status. If you have Group, Company, or System access to the Expense Report application, you can change the status of any expense report to which you have access, as long as the expense report has not yet been posted.
Print	Use this option to do the following: Click Status Report to print an Expense Report Status Report. This report includes all the employee expense report information displayed in the dialog box. Select one or more expense reports, and click Print > Summarized Report to print the Summarized Expense Report for those expense reports. Select one or more expense reports, and click Print > Detailed Report to print the Detailed Expense Report for those expense reports. To include supporting documents associated with the selected expense reports when you print either of the reports, click Print and make sure Print Supporting Documents is selected before you print the report. Supporting documents display immediately after the expense report they are associated with and in the order of the expense rows they are linked to. (If the same document is linked to more than one expense row, only one copy of it is included in the report.) If the report includes any supporting documents, it displays in Adobe Acrobat rather than in the standard report Preview window. The Enable FILESTREAM option must be selected on the General tab of the Weblink utility in order to print supporting documents. If the Enable FILESTREAM option is not selected, then this option will not be visible.

Grid Fields

Field	Description
Employee	This field displays the employee number.
Employee Name	This field displays the employee name. Click in this field to send the employee an instant message or email.
Group	This field displays the name of the group to which the employee is assigned.
Report Name	This field displays the name of the expense report.
Date	This field displays the date the expense report was created.
Status	This column displays the status of the expense report: In Progress, Submitted, Approved, or Posted. Note that posted expense reports display in this column only if you select the Show posted expense reports option.

Dialog Box Buttons