Certain actions can be carried out on expense reports. As an approver, you can view, edit, flag, and remove expenses in a report as well as download, share, add approver and send back the report.
To carry out these actions, follow the steps mentioned below:
Under Teams, select Reports.
All the reports that are submitted to you for approval will be visible under the My Queue tab. Select the required report.
The most basic function is to view an expense. To look closely at the expense details just click on the expense and the View Expense window opens up where you can view all the expense details.
To approve the report from the report view, click on the Approve button on the top right side of your screen.
You can send back an expense report to the employee if you feel any changes are to be made to the report. Click on the three dots icon beside the approve button and select Send Back.
In the pop-up box that appears, type in a reason for sending back the expense report and click on Send Back.
The report will be sent back to the employee, they can make the necessary changes and re-submit the report for approval.
You can share the report with another email ID, to do so click on the three dots icon beside the Approve button and select Share.
In the dialogue box that appears, enter the email ID. You can choose to share the report with or without receipts. Once you have entered the details, click on Share Report.
The report will be sent to the email ID within a few minutes.
You can add an additional approver to this report, click on the three dots icon beside the Approve button, and Select Add Approver.
In the dialogue box that appears, select the approve's email ID and type in a reason for adding an additional approver to the report. Once filled in click on Add Approver.
NOTE: The approver will be added only for the particular report in concern. Other reports submitted by the same employee will not have the additional approver added to them.
You can download the report in different formats. Click on the three dots icon beside the Approve button and select the format you would like the report to download in.
We offer PDF, Excel, and CSV formats for download.
As an approver, you can edit details on the expense. If you feel that some changes need to be made and can carry them out yourself, you can do so by editing the expense.
Click on the expense and select Edit from the bottom right corner.
Once you have made the changes required, click on Save to record them.
If an expense needs attention from your finance team or admins, you can flag the expense to mark it. Click on the expense and select Flag from the bottom right corner.
You will be asked to type in a reason for flagging the expense.
This is a mandatory step. Once the details are filled in click Save.
The expense will be marked with a red flag in the report.
You can remove an expense from a report if you feel it does not belong to the report.
Click on the expense and select Remove from the bottom right corner.
You will be asked to provide a reason for the same, this is a mandatory step.
Once a reason is typed in click on Remove.
The expense will be removed from the report and visible to the employee under the Unreported state.
You can also Edit, Flag and Remove expenses by clicking on the three dots button on the extreme right of the expense and selecting the required action.
This covers the actions that you can take on expenses in the reports submitted for approval.
To learn more about how to reject and send back a report, click here.