An expense may be submitted from either the Grid View or from the Editor View; however, multiple entries may be simultaneously submitted from the Grid View. Submitting an entry is an indication that the entry is complete and you are ready for the billing department to finalize and bill that entry. If an entry that has been submitted needs changes, then you may recall the entry for further editing. Notes may be added during the Submit process. These notes will appear on the entry and can be useful in case there is an Approver assigned or why an entry was recalled. Remember, based on the workflow, there may be Tasks associated with the expense as well as approval. To learn more about approvals, click here. To submit an expense perform the following:
- Re-mediate any tasks or rule violations associated with the Expense.
- Determine if the expense is a Draft. If it is a Draft, place a check in the Draft check box.
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Click the Green Arrow button to submit the expense.
If you would like to add a Note to the entry, hold down the CTRL key while selecting the Submit button.
If there are problems with the submission, a window will tell you that the errors need to be resolved.
Click the OK button and review the error task.
Submitting Multiple, Sequential Entries.
To submit multiple, sequential entries In the Grid View, perform the following:
- Click the row (in the blue area to the left of the row) to select the row of the first item.
- Holding the Shift button, click the row (in the blue area to the left of the row) to select the row of the last item. This will cause the system to select the first item, the last item and all items in between.
- Right-click in the blue area to the left of the rows and select Submit Entries from the drop-down menu.
Submitting Multiple, Non-Sequential Entries.
To submit multiple, non-sequential entries In the Grid View, perform the following:
- Click the row (in the blue area to the left of the row) to select the row of the first item.
- Holding the Control button, click the row (in the blue area to the left of the row) to select the row of each item that you would like to submit.
- Right-click in the blue area to the left of the row and select Submit Entries from the drop-down menu.
When you submit multiple entries, a summary screen will appear giving a status of all the entries. If any entries still have Required or Error Tasks, are Read-Only, etc you will be notified. You can also add a Note on this screen that will apply to ALL entries selected.
Recall a Submitted Entry
To Recall a Submitted Entry, perform the following:
- Find the entry in the Grid view. Right-click the entry and select Recall from the drop-down menu.
- This places the entry back to Draft status where it can be edited. At this point the entry will have to go through the submission process again to be billed.