Viewing, changing, and approving expense item details

Items include expense items and their associated itemizations. Item details are displayed in a separate pane. You can view item details by selecting each item or itemization and viewing its associated details in the item details pane. Modifications are not automatically saved. Save your changes before you select the next item.

Optionally, to move the details pane from the right side to the bottom, click the Switch Orientation option located at the top right corner of the expense detail pane. To move the details pane from the bottom to the right, click Switch Orientation again.

  1. Click the Inbox.
  2. Click the Documents for Review tab.
  3. Click the expense item or option.
  4. Click the expense item link in the expense column. The list of expense items is displayed. Click the expense item text. The selected item is highlighted and its associated line item details are displayed in the item details pane.
  5. Review or modify the standard information, as required.
    If the expense is in a foreign currency, specify the approved amount, or specify the approved exchange rate and click the Calculator button. If you specify the exchange rate, the approved amount is calculated by using the new exchange rate.
  6. Review or modify VAT information, as required. VAT information is displayed only for expenses that occur in a country where VAT charges apply. If you modify the VAT account, click Recalculate to update the calculated VAT amount. To clear the override amount and retain the original value, click Reset. Based on the location of the expense and the approved amount, different fields are displayed such as fields related to PST/QST.
  7. Select the check box corresponding to a receipt to verify. If the receipt for the item is already verified, the Receipt Verified check box is selected.
    See Verifying receipts.
  8. Review or modify GL accounts, as required. Click Save.
  9. Review or modify allocations, as required. Select a different cost center, or project, or select your allocation. Click Save.
  10. Review, approve, or reject exceptions for the item. Alternatively, to review, approve, or reject exceptions for the entire expense report, use the Exceptions tab.
    See Reviewing, approving, or rejecting expense exceptions.
  11. Review or add notes for the item. Alternatively, to review or add notes for the entire expense report, use the Notes tab.
    See Reviewing and adding expense notes.
  12. Close the expense details pane. The approved amount column displays the approved amount of line items and itemizations. On the itemized line items, the approved amount column displays the sum of the approved amounts of all the itemizations.
  13. Repeat this procedure for each expense item to review or approve.
  14. Click Approve.