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The Transaction Details window displays whenever you click on an icon in the first column of icons next to a transaction, requisition, or expense report. There are four tab headings across the top of the screen, each giving you access to different areas of information, and all relating to the transaction you are coding. By default, these tab headings are called Summary, Expenses, Coding and Approval. However, these headings may be something slightly different in your instance.
There will be additional information shown on the window for requisitions that relate information such as the traveller's travel authorization number (TAN), the primary trip purpose, and whether or not a trip is linked to a blanket travel authority (BTA).
Summary
This tab displays any extended data the card issuer or online booking tool has provided for this transaction. For example, a transaction for a taxi fare may show pick up and drop off location details or, if the transaction was an airfare, you may have details provided on flight number, passenger name, departure and arrival time. If there is more than one category of enhanced data for a transaction, the categories are displayed via tabs; one tab for each type of enhanced data available.
Clicking the View Audit History link allows you to view a full audit history of the transaction you are managing, such as approval date or the date a transaction was saved.
There may be a View Supplier Details link in this tab. Click the link to open a supplier information window in read-only format.
Expenses
This tab is used to capture more detailed information on your trip. When you first access this tab, you are presented with a list of Spend Wizards under an Options heading. Hover your mouse over each Spend Wizard to display help text on when they should be used. Spend Wizards are specific to your organization and require you to apportion your transaction over a number of different categories of spend. Once you have selected a Spend Wizard, you may be required to respond to questions and provide more description around your allowance. These are presented under Allocation and/or Comments headings.
Some Spend Wizards seen in this tab may have been completed for you as part of the creation of your itinerary and cannot be deleted. Other spend categories may be accessed by clicking on the hyperlink.
Coding
The Coding tab is where the transaction coding details are completed for the transaction and in some cases you will also have to provide other information such as a short description of the purchase and whether you have a valid tax invoice for it.
Approval
This is where you can find information on what approval rule, if any, applies to this transaction. By clicking the Process heading in this window, you can see the name of the individual(s) who need to approve the transaction. You can also set an alternate approver using the Set Alternate Approver function. If there are other approvers who can approve your transaction or trip, select them in the window that appears.
For older transactions, you will be able to view the audit trail of the transaction under the History heading, such as who actioned the approval, if the approver was changed, or if it was automatically rerouted due to an approval time-out, and when. If an approval was given automatically then the approval policy that was used (such as the BTA) will be shown here as well.
For more information on approval rules and how they are actioned, refer to the section on Approvals.