As an employee, dealing with expenses can be time-consuming and tedious. At Sage Expense Management, we continuously work to reduce this burden and make submitting expenses easier.
One of the key features that helps with this is Automatic Report Submission.
What is it?
Your administrator (Sage Expense Management admin) can create a schedule for your entire organization, based on which expense reports will be automatically submitted. You can add receipts, fill in the details, and your expense reports will be submitted for approval according to the schedule.
What happens when an automatic schedule is created?
After your admin creates an Automatic Report Submission schedule:
All draft reports will be auto-submitted for approval.
Expense reports in the Draft tab will automatically be submitted for approval.
Based on the Grouping Method chosen by your admin, Sage Expense Management will create one or more reports containing all complete expenses (that is, expenses with all mandatory fields filled in) and submit those reports for approval.
You may see complete expenses grouped into reports based on how the expenses are coded. Your admin can choose one of the following grouping methods:
No Grouping
Group by Payment Mode
Advanced Grouping, group by Project/Cost Center (and Payment Mode, if selected)
If you don’t have any expense reports created, Sage Expense Management will create new draft report(s) on the submission date and submit all complete expenses.
Expenses that are incomplete due to missing mandatory fields, or missing receipts (if your organization has a mandatory receipt policy), will not be submitted.
While creating an expense, you can select
(Automatic Submission on {date})in the Add to Report field if you want Sage Expense Management to auto-submit the expense.Sage Expense Management sends a reminder two days before the auto-submission date to create and complete expenses. Please ensure your expenses are complete and ready for submission.
For example, if your scheduled report submission is on the 15th of every month, Sage Expense Management will send you an automated reminder email on the 13th if you have any incomplete expenses in your account.
You can see the information about the upcoming report submission schedule & grouping method on the Dashboard on your PC and mobile.
Note
If your organization has receipt-mandatory policies for expenses and have configured for expenses to be marked complete even if no receipt is attached, those complete expenses will be added to your automatic reports and submitted for approval. The expense will contain the policy violation flag.
If you're an admin for your organization, follow the steps mentioned here to create a schedule for automatic expense report submission.
Feel free to contact our support team at [email protected] for further information or issues with the Auto-submission of expense reports.