Search for expense reports

The Expense Reports Search feature allows you to search for expense reports created within a specified period that require approval, and export the results to an Excel spreadsheet. Expense reports that have been approved or declined will not be returned by the search. Frequently-used search criteria may be saved as templates for reuse.

To search for expense reports using Search by Details:

1. Select Approvals > Search.

   The Search by Details tab displays.

2. Complete one or more of the fields below for your search:

   Expense Report Amount. Enter the amount range for your search. The minimum and maximum amounts are placed in the left and right boxes respectively.

   Billing Currency. Select the billing currency of the expense report.

   Expense Report Name. Enter the name of the expense report you are looking for. This field has wildcard functionality, so you can enter part of the report name.

   Creation Date From and Creation Date To. Enter the date range the expense report was created.

   TAN. Enter the traveller's Travel Authorization Number. This field accepts multiple wildcard search criteria, each separated with a comma.

   Traveller Type. Select one or more traveller types.

   Region. Select one or more travel regions.

   Trip Category/Purpose. Select one or more trip categories.

   First name. Enter the employee's first name or a part of it.

   Last name. Enter the employee's last name or a part of it.

   TIN. Enter the traveller's identification number. This field accepts multiple wildcard search criteria, each separated with a comma.

   Vendor Code. Enter the traveller's vendor code. This field accepts multiple wildcard search criteria, each separated with a comma.

3. Click Search.

   The results are displayed on screen. From here:

   • Click the column selector icon to add or hide columns.
   • Click the expense report name for more details. The expense report summary screen displays. Click Back to return to the search results.
   • Click the traveller's TIN to display the Transaction Approval screen. All of the traveller's expense reports awaiting approval are listed here. Click Back to return to the search results.
4. Select the check boxes next to the expense reports you want to approve and click Approve.

To search for expense reports using Search by Financial Code:

1. Select Approvals > Search > Search by Financial Code.
2. Complete the Creation Date From and Creation Date To fields. These represent the date range the expense reports were created.
3. The boxes at the bottom of the screen represent the financial codes used by your company. You may enter one code in one or more of the boxes, or up to three codes in one box.

   To add a code:

   1. Click to display the search pop up box.
   2. Enter the full or partial code or description, and click Search to perform a wildcard search.
   3. A list of codes will display. If there are multiple pages, use the pagination feature to move between pages.
   4. Click a code to select it.

   To remove a code:

   1. Select a code from the financial code box.
   2. Click .

To export the results to Excel:

1. Once you have the results you want, click the Export button.

   The Excel spreadsheet will be saved to the Report Outbox when it is ready.

To create a search template:

1. In the Expense Report Approval Search screen, enter your parameters into the search fields and click Save Template.

   The Save Template window will display.

2. Enter the Name of the template.
3. In the Visibility field, select Personal if the template will be visible only to you, select Company if other users in your company will also be able to use the template.
4. Click Save.

To select/edit an existing template:

1. In the Expense Report Approval Search screen, click Select Template.

   The Select Template window will display with the available Personal and Company Templates.

2. Click next to the template you want to use. Financial code templates are prefixed with [FCB].

   This will pre-populate the form with details from the template.

3. Make the necessary changes to the form and click Save Template.

   The Save Template window will display.

4. Enter a Name for the template. If you enter a name that is identical to an existing template with the same visibility, you will be asked if you want to overwrite the template.
5. Click OK to overwrite the template or Cancel and enter a new Name for the template.

To delete a template:

1. In the Expense Report Approval Search screen, click Select Template.
2. The Select Template window will display with the available Personal and Company Templates. Click next to the template you want to delete.
3. Click OK to confirm the deletion.