Post Expenses to a Batch

Expense Admins use the Expense Posting Dashboard to move expense receipts from the Expense module in your web portal to either Payroll or Accounts Payable in Vista.

  1. Select Employee Tools > Expense Posting.
  2. Use the filters at the top of the page to gather the expense receipts you would like to process. Each time you update filters, select the Search button to refresh the page.

    The PR Group filter offers different options depending on whether your organization processes expenses through Payroll or Accounts Payable:

    • If your organization processes expenses through Payroll, the PR Group filter allows you to filter and post expenses by payroll group.

    • If your organization processes expenses through Accounts Payable, the PR Group filter includes your list of payroll companies and an option called All PR Groups that allows you to view and post expenses to a single batch regardless of payroll company. Select All PR Groups to view and select all expenses that are ready to post.

  3. To process reimbursement or expense receipts to be paid back to the employee, filter to Reimbursement.
    Note: If you process expenses through Accounts Payable, each user who submits expenses must have an entry in the Vendor column on the User Access page.
  4. To process expense receipts linked to credit card transactions, filter to Credit Card.
    Note: All credit card transactions are moved to an AP Transaction batch. One invoice is created for all credit card items selected for the batch. The expense package and the portal setting Use Transaction Date for Invoice Date in Vista are ignored for credit card expense receipts.
  5. To review details for an expense receipt or expense packet, you can do any of the following:
    • Select a line on the Expense Posting Dashboard to expand that line and view a summary of each expense item on that receipt. This summary includes the charge-to account, amount, and approval status for the item.

    • Select the blue paperclip icon to the far right of an expense receipt line to view a read-only summary of that receipt or packet and any associated attachments.

    • Select the blue paperclip icon on an expense item line to view attachments associated with that item.

  6. To modify an expense receipt, select the Actions button to the far right of the receipt line, and then select Edit for that line. For help modifying an expense receipt, see Edit an Expense Receipt.
  7. To move expense receipts to Vista, select the checkbox for those receipts on the Expense Posting Dashboard, and then select the Move to Batch button above the grid.

    The Move to Batch pop-up window opens.

    Note: The checkbox that allows you to select a line is not available for expense receipts that are missing coding.
  8. If you are processing expenses via Accounts Payable:
    1. Enter the Batch Month and an AP Reference # (invoice number) in the Move to Batch pop-up window.
    2. For credit card expenses, a CC Vendor field displays. Use this field to select the applicable credit card vendor for this batch.
    3. When you are finished making entries, select Move to AP Batch.

    The selected expense receipts are moved to an AP Transaction Batch in Vista. You must process this batch in Vista in order for the user or credit card vendor to be paid.

  9. If you are processing expenses via Payroll:
    1. Select a Pay Period and Pay Sequence.
    2. Optionally, you can select an Earn Code other than what is currently specified on the expense line.
    3. When you are finished making entries, select Move to PR Batch.

    The selected expense receipts are moved to an PR Timecard Batch in Vista. You must process this batch in Vista in order for the user to be paid.

  10. Expense lines that have been moved to Vista show a status of Added to Batch. In addition, the Batch Month, Batch ID, and AP Reference number display in the appropriate columns on the dashboard page.
    • 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 > Clear Batch Status).

    • If an expense line was added to a batch but not processed, select the More button in the upper right of the page, and then select Reprocess. Typically, this feature is used when you accidentally cancel a batch prior to finalizing it.