to open Project Lookup, and then select the project from the dropdown list.Use Expense Approval by Project to allow users to simultaneously approve multiple expense entries. Users can choose from four selection criteria to control the list of expenses presented for approval, including: Status, Project, Project Manager, and Team Leader. The Get All Matching Expenses button is used to retrieve all expenses matching the selection criteria at the time the button is clicked.
Select Projects | Expense Approval by Project.
Click to select the Status of expense reports you wish to approve. Options include:
Both - Used to select expense reports that have a Status = Submitted or In Process Approval.
Submitted - Used to select expense reports that the resource has entered satisfactorily and submitted for review and approval.
In Project, specify the project ID for which you want to display expense reports or click Lookup to open Project Lookup, and then select the project from the dropdown list.
In Project Manager, click Lookup to open Resource Lookup, and then select the ID of the resource that is responsible for the project. You can also create a new Project Manager ID by using the Quick Add feature. For more information, see Quick Add.
In Team Leader, click Lookup to open Contact Lookup, and then select the contact (team leader) that is responsible for the project. You can also create a new Team Leader by using the Quick Add feature.
Click the Get All Matching Expenses button to retrieve all expenses matching the selection criteria entered.
Click Select All to select all expense reports displaying in the Detail area for approval.
Note: The Approve check box will be checked in all of the detail lines in the Detail area.
Click Clear All to clear all expense reports displaying in the Detail area for approval.
Note: The Approve check box will be unchecked in the detail lines in the Detail area.
Detail area
The Detail area is a display-only section. The Expense Number hyperlink may be used to retrieve the original expense report where it was entered.
If the Approve check box is selected, the Status of the expense report will be set to "Approved" when the process is saved. If the Approve check box is unchecked, the Status of the expense report will remain "Submitted" or "In Process Approval", whichever status it was prior to opening Expense Approval by Project.
The Expense Number displays the number assigned to the expense report when it was originally entered. Click on the expense number link to open the expense report where it was entered.
Customer Name displays the name of the customer associated with the Project on this detail line.
Project displays the project ID for this detail line.
Resource Name displays the name of the resource who incurred the expense and submitted the expense report.
(optional) The Vendor Name is the name of the vendor where the expense was incurred.
The Date is the date when the expense was incurred.
Description displays the brief description on the expense report. For example, “Cell Phone Expense – June 2022” or “Mileage Reimbursement – June 2022.”
The Expense Category displays the category for which the expense was incurred.
Task and Task Description display the ID and description of the Task for which you want to record time against.
Quantity represents the number of units on the expense report.
Unit Cost represents the cost of each unit on the expense report.
Total Cost represents the total amount of the expense.
If the Reimburse Resource check box is checked, the Total Cost amount will be reimbursed to the resource.
Additional information describing the expense report display in Comment.
Click Save and New, or click Save and then click New, to save the current expense report approval and start adding the next.
Project Managers, with the Approve My Project Expense Reports individual permission defined on the Other tab of Roles, have the ability to Find, Load, and Approve expense reports for projects where they are designated as the project manager.
Team Leaders, with the Approve Team Member Expense Reports individual permission defined on the Other tab of Roles, have the ability to Find, Load, and Approve expense reports for their team members' projects.