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Approval

The Approval option enables an expense approver to review a list of Submitted expense claims and either Approve or Decline them.

Selecting the Approval option in your Dashboard will display the Expense Approval list.

You can select the item menu icon to display the options available to process the approval.

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As well as approving or declining an entire claim, you may also approve and decline individual expenses on a claim. If a claim has at least one expense entry on it that is approved, then the claim is partially approved.

Show Approved & Declined Claims

Toggling this switch enables you to hide and show claims that have already been Approved or Declined.

Item Menu

Review Claim

Opens a view of the claim. From here you can Approve and Decline individual expenses on the claim. expenses_review_items expenses_review_items2

In the review section you can perform the following actions for each expense line within the claim.

Expense History

View the history of this expense line.

Attachments

View any attachments for this expense line.

Decline Expense

Mark this expense line as declined.

Approve Expense

Mark this expense line as approved.

You can use the > icon to open and examine each expense item if needed.

  • If you wish to approve or decline the whole of this claims expenses, you can do that from the claim itself. There is no need to visit each line.

Once you save this screen the expenses in the approval list claim expense lines will show a Pending, Declined or Approved status.

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Approve Claim

When you open the approval view from the approve claim option all Pending expense entries will be set automatically set to Approved unless you have set any to declined.

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Action

use the > icon to choose an option:

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  • Approve Claim - Set the claim status to Approved and return to the submitter.
  • Decline Claim - Set the claim status to Declined and return to the submitter.
  • No Action - Save the status of the expenses but leave the claim status as Submitted.
  • Cancel - Return to the claim screen.

Selecting the Confirm button will mark the claim as Approved (unless an alternative Action is chosen). The user who submitted the claim will receive a notification of the approval in their Notifications.

A claim can only be marked as Approved if at least one expense on it is Approved and there are no Pending expenses left on the claim.

Notes

Enter any notes to go with the approval action. These notes will be recorded against the history of the claim and will be visible to the submitter.

When you save, the user who submitted the claim will receive a notification of the declination in their Notifications.

Decline Claim

When you open the approval view from the Decline Claim option all Pending expense entries will be set automatically set to Declined also any expense items marked as approved will be set to Declined See note below.

A claim can only be marked as Declined if every expense on it is Declined. If at least one expense is marked as Approved then the claim must be marked as Approved. In this case the claim is Partially Approved, i.e. the Total Approved amount will be less that the Claim Total amount.

Notes

Enter any notes to go with the decline action. These notes will be recorded against the history of the claim and will be visible to the submitter.

When you save, the user who submitted the claim will receive a notification of the declination in their Notifications.

Attachments

Displays a list of file attachments that are linked to expenses on the claim and enables the attachments to be viewed.

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Claim Process

Details of the current status of the claim and the users responsible for approving it.

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Claim History

Displays a complete history of the claim and the entries that are included on it.

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Comments

Displays all comments that have been added to the claim and enables you to add new comments.

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If you add a comment to a claim, the user who submitted the claim will receive a notification of the comment in their Notifications. When the user responds to a comment then you in turn will receive a notification of the response.