Expense Posting Dashboard Fields

The following table provides descriptions for the fields shown on the Expense Posting Dashboard.

Expense Admins can access this dashboard by selecting Employee Tools > Expense Posting. See Post Expenses to a Batch for additional information.

FieldDescription
Status (in the dashboard header)
Defaults to Approved. Status options include the following:
  • All: Allows you to view all expenses that have been submitted.
  • Added to Batch: Allows you to view expenses that have been added to a batch, but have not yet been processed in Vista.
  • Approved: Allows you to view expenses that have been approved and are ready for processing in a batch.
  • Pending Approval: Allows you to view expenses still awaiting approval.
  • No Approval Assigned: Allows you to view expenses that were submitted without an approver assigned.
Expense Type filter (Reimbursement or Credit Card)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 be processed through Accounts Payable and paid to the AP Vendor assigned to the applicable company in the portal setting Vendor for Credit Card Processing (Company Specific).
Manage buttonSelect the Manage 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 are 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 (Mileage) in the portal setting Enabled Reimbursement Modes, you must set mileage rate(s) per company.
    • In the Manage Mileage Rates pop-up window, enter the Payroll company (PRCo), Mileage Rate, a Rate Description. Then select Add to add that new rate to the grid..
Columns
Columns available in the Expense Posting Dashboard grid:
  • Receipt ID: The unique ID assigned to an expense receipt.
  • Employee & Name: The employee who submitted the expenses. If the expense was submitted by proxy, these columns will show information for the user on whose behalf the expense was submitted.
  • Customer Name: For Entertainment expenses, this is the AR Customer selected on the expense receipt.
  • Item ID: The unique ID assigned to an expense item (viewable when you expand a line on the dashboard).
  • Vendor: Displays only if the portal setting Expense Posting Mode is set to Accounts Payable or if you are processing a Credit Card expense.
    Note: 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 expense line.
  • Earn Code: For expense lines, the earn code that the user assigned to the expense (viewable when you expand a line on the dashboard).
  • Date: Date of the expenses; cannot be edited for credit card expenses.
  • Package: The description on the expense packet (for example, May Expenses 2023).
  • Receipt Description: The receipt description entered by the user. The approver or Expense Admin can modify this information.
  • CC Last Four: For credit card expenses, the last four digits on the credit card belonging to the user who submitted the expense.
  • Amount: The amount on the expense receipt (viewable from the dashboard) or expense item (viewable when you expand a line on the dashboard). The amount cannot be changed for credit card expenses.
  • Charge To: The coding assigned to the expense item (viewable when you expand a line on the dashboard).
    Note: If this column is blank, the Expense Admin cannot post the expense line to an AP transaction batch or a PR Timecard Entry batch.
  • Status (This is the status of an expense item line. This status is viewable when you expand a line on the dashboard):
    • 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.
  • Note: If applicable, shows the text that the employee entered in the Note field when entering the expense.
  • Post Date: Shows the post date for credit card transactions. This date is imported when you import credit card transactions and is also listed in the grid on the Credit Card Import page.
  • Import Date: Shows the date the a credit card transaction was imported into the portal. This date is also listed in the grid on the Credit Card Import page.
  • AP Reference: Shows the invoice number for expenses that have been moved to an AP Transaction Batch. Any edits made to the invoice number in AP Transaction Entry in Vista will update the AP Reference number in the portal.
Attachments
  • For dashboard lines, you can select the blue paperclip icon to the far right of a line to view a read-only summary of that receipt or packet and any associated attachments.

  • For expense items (viewable by expanding a dashboard line), you can select the blue paperclip icon to view attachments associated with that item.

Actions (on a dashboard line)The following options are available from the Actions button on the far right of a dashboard line:
  • Edit: Allows the Expense Admin to modify the expense line.
  • Delete: Deletes the expense line.
  • 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 receipt before reprocessing the batch, select Clear Batch Status. The Batch Month and Batch ID will be removed, unlocking the expense receipt. If you need to edit, delete, or reset approvers for expense receipts that have been added to a batch, you must first clear the batch status.
Actions (on an expense item line) The following options are available from the Actions button on an expense item 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.
  • Reject: Allows the Expense Admin to reject the expense line, sending it back to the user.
  • 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.
Move to Batch

When you are ready to move expense receipts to Vista, select the checkbox 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 Accounts Payable.

Note: Time posted via Payroll will go into a batch in PR Timecard Entry in Vista, and time processed in AP will go into AP Transaction Entry Vista. You must then process those entries in their respective batches in Vista in order for users or vendors to be paid.
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.
  • Reset approvers. If approvers have changed or been added, or if users submitted expenses to the wrong approvers, you can use this option to reset approvers on multiple expense receipts at a time. On the Expense Posting Dashboard, select all expense lines that need to have approvers reset and then select this option.
Min and Max filtersAllows you to select a dollar amount range for the expenses to process.
SearchAllows 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.