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To approve an expense report, you must have the cost access privileges to approve expense reports for everyone or just your department’s employees. If you don’t have the right access privileges, you’ll only be able to see and print employee expense reports

Expense reports can only be approved as a whole. This means clicking the Approve button will approve all of the entries on the expense report. Since its an all-or-nothing function, don’t approve an expense report unless its completely acceptable.

To approve expense reports

1 Enter the user’s initials and date into the Find Expenses For field to locate the expense report.

2 Click on the approve toolbar button.

A dialog box will open, asking you if you want to approve this expense report. Click Yes. If the expense is billable it will appear in the unbilled column in Job Tickets. Both billable and unbillable expenses will appear on job cost reports.



To unapprove expense reports

If for some reason an employee expense report was approved prematurely, or otherwise needs to be changed, you can unapprove it. Unapproving an expense report removes the costs from its jobs and tasks. An expense report can be unapproved anytime until it is either reimbursed or the expenses are billed to clients on A/R invoices. Once this happens, the expenses are permanent and can only be reversed.

1 Find the expense report to unapprove by using either the find tool or scrolling using the previous and next toolbar buttons.

2 Click on the approve toolbar button.

A dialog box will open that confirms that the expense report has already been approved and asking you if you want to unapprove this expense report. Click Yes. The expense items will be removed from the job ticket and will no longer appear on job cost reports.


See also:
Adding an expense report
Reimbursing employees for expenses
Edit an expense item