Expense Posting

The Expense Posting Dashboard allows Expense Admins to access to expenses submitted for approval. The following table shows the fields available on the Expense Posting dashboard.

Access this dashboard by selecting Employee Tools > Expense Posting. See Approve Expenses for additional information.

Field Description
Status
Defaults to Approved. See below for all Status options and their meaning.
  • All: Allows you to see all items that have been submitted.
  • Added to Batch: Allows you to see items that were added to a batch in Vista but not yet been processed and their Batch ID.
  • Approved: Allows you to see items that have been approved and are ready for processing in a batch.
  • Pending Approval: Allows you to see items still awaiting approval.
  • No Approval Assigned: Allows you to see expenses that were submitted without an approver assigned.
Type All expenses created in the Expense module fall under Reimbursement. If a user adds coding or links an existing expense line to a Credit Card Expense, it will fall under Reimbursement and will only be processed via AP to the AP Vendor assigned to the company via portal setting Vendor for Credit Card Processing (Company Specific) under Admin > Portal Settings > Expense > Credit Card.
Manage button Select the Mange button to access the following options:
  • Manage Expenses Categories: Use to create, modify, and delete expense categories.
    • If created, users will be able to label each expense line with a category; categories can be visible during expense entry.
    • If categories are not created, users will not see expense categories during expense entry.
  • Manage Mileage Rates:
    • If you have enabled reimbursement mode M for Mileage in the portal setting Enabled Reimbursement Modes under Admin > Portal Settings > Expense > General Configuration. you must set mileage rate(s) per company.
    • Enter the Payroll Company, the rate, a description, and select Add.
Columns
Columns available in the Expense Posting grid:
  • Employee & Name: The employee who submitted the expenses. If the expense was submitted by proxy, it will be the name of the user on whose behalf it was submitted.
  • Customer: This information is pulled from the Customer in Reimbursement Mode Entertainment.
  • Item ID: The unique Item ID assigned to an expense line.
  • Vendor: Displays only if the portal setting Expense Posting Mode is set to A for AP or you are processing a Credit Card expense (Admin > Portal Settings > Expense > General Configuration).
    • If the user is not set up with a vendor, you will be able to set the vendor from this page.
  • Location: Location of expenses; can be entered by user and modified by Approvers or Expense Admin.
  • Category: If the Expense Admin has created categories, these can be assigned to each expenses line.
  • Date: Fate of the expenses; not editable for credit card expenses.
  • Package: The users assign to expenses that are being submitted for approval (for example, May Expenses 2021).
  • Item Description: The expense description entered by the user. The approver or Expense Admin can modify this information.
  • Amt: The expense amount. The amount cannot be changed for credit card expenses.
  • Charge To: The coding assigned to the expense.
    Note: If this column is blank, the Expense Admin cannot post the expense line to an AP transaction batch or PR Timecard Entry batch.
  • Status:
    • Approved: Expense has been approved by all approvers.
    • Pending Approval: Expense line is still waiting for approval.
    • Added To Batch:Expense has been moved to an AP Transaction Batch or a PR Timecard Entry Batch.
  • Batch Mth: If the expense line has been added to a batch, this is the month of the batch.
  • Batch ID: The batch number for the AP Transaction Batch or PR Timecard Entry Batch.
    Note: Users can enter this information when they create an expense line. Approvers or Expense Admins can edit this information.
Attachments If your item has a blue paperclip icon, it indicates that there is an attachment. If you select the icon, the attachment displays.
Note: You will not be able to change posting from the Expense Posting Dashboard.
Actions The following options are available from the Actions button:
  • Edit: Allows the Expense Admin to modify the expense line.
  • View Workflow: Allows the Expense Admin to see the workflow per expense line, including approvers and an indicator (check mark) if that person has approved the expense.
  • Delete: Deletes the expense line.
  • Reject: Allows the Expense Admin to reject the expense line, sending it back to the user.
  • Print Expense: Prints the expense line in a PDF.
  • Reset Approvers: If the approvers have changed or been added to this user after their submission, this option allows you to update those newly assigned. Approvers added after submission are not automatically updated on each expense line.
  • Clear Batch Status: After an item has been moved to a batch, it can no longer be edited. To edit an expense item before reprocessing the batch, select Clear Batch Status. The Batch Month and Batch ID will be removed, unlocking the expense item. If you need to edit, delete, or reset approvers for expense items that have been added to a batch, you must first clear the batch status.
Move to Batch
When you are ready to move expense items to Vista, select the check box for those items in the grid, and then select the Move to Batch button. Depending on which Expense Posting Mode you have enabled, you will be able to post via Payroll or AP.
Note: M Work Order Items can only be processed in AP.
Note: Time posted via Payroll will go into a batch in PR Timecard Entry, and time processed in AP will go into AP Transaction Entry in Vista. Then all entries will need to be processed in Vista in their respective batches.
More button The following options are available from the More button:
  • Reprocess: Items that were previously added to a batch can be reinitialized to a new batch in Vista. This option is typically used if they were deleted from a previous batch in Vista.
  • Send Reminder: Allows you to send an email reminder to users who have expenses to submit for the given date range. A Send Email Reminder pop-up window opens listing all users who will receive the email.
Min and Max filters Allows you to select a dollar amount range for the expenses to process.
Search Allows you to refresh the grid based on your filters.
From and To filters
Allows you to select a date range for the expenses to process.
Note: If the date range is over six months, you must select an Employee .