Authorise expense claims using the Self Service web app

If you are a web user Allows someone to access data and reports via the Self Service web app. Make sure the user has 'Is Web User option' selected on their 'User properties' in System Administration., you can authorise timesheets in a browser using the Self Service web app.

If your Sage 200 system is set up to use authorisation, your submitted expense claims must be authorised before they can be processed. If there is a mistake or a problem with an expense claim, it can be rejected by the authoriser.

You can check the status of an expense claim:

  • Saved: The expense claim has been saved but not yet submitted. The expense claim can be edited again before it is submitted.
  • Submitted: The expense claim has been submitted, but has not yet been authorised.
  • Authorised: The submitted expense claim has been approved by an authoriser, and is ready to be processed (posted) in Sage 200.
  • Rejected: The submitted expense claim has been rejected by an authoriser.
  • Posted: The expense claim has been authorised and posted in Sage 200. You cannot edit the expense claim after it has been processed.

To authorise expense claims

  1. Select Authorise Expense Claims from the drop-down list.

  2. You can view the expense claims by a resource (person) or a project.

    • The Summary by Resource displays a summary of expense claims for each person.
    • To view the expense claims for a project, click View by Project.

  3. To see the expense claims requiring authorisation, click on a total from the Expense Claims to Authorise column. To see all expense claims click on the Totals value in the Expense Claims to Authorise column.

    You can view expense claims in the following categories:

    • Expense Claims to Authorise: Shows expense claims that have been submitted but have not yet been authorised.
    • Expense Claims Not Posted: Shows expense claims that have been authorised, but have not yet been posted in Sage 200.
    • Expense Claims Rejected: Shows expense claims that have been rejected, and have not been resubmitted.
    • Last 12 Months: Shows all expense claims entered in the last year.

  4. In the Expense Claims to Authorise list, select the expense claims you want to Authorise or Reject.

    The details for the selected expense claim are displayed at the bottom of the page.

    • Authorising an expense claim will mark the status as authorised, and it can then be processed (posted in Sage 200).
    • Rejecting an expense claims will set its status to rejected. The expense claim is not removed from the system, and it can be edited and re-submitted.
  5. Confirm that you want to authorise the expense claims.
See also

Other tasks

Authorise timesheets in the Self Service web app

Enter expense claims using the Self Service web app

Enter timesheets using the Self Service web app