Authorise expense claims in the desktop

You can use authorisation to check the expense claims that have been submitted by resources before they are posted. When a resource submits an expense claim, an authoriser must accept the claim before it can be posted. If there is a mistake or a problem with an expense claim, it can be rejected by the authoriser, who can also enter a comment for the resource.

You can authorise expense claims in the desktop or in 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..

Set up authorisation

1. Timesheets and Expense Claims Settings.

   Open: Project Accounting > Utilities > System Setup > Timesheet and Expense Claims Settings | Expense Claims.

   1. Select Authorise Expense Claims.
2. Set up authorisers.

   Select the authorisers that will have permission to authorise expense claims.

   Open: Project Accounting > Project Maintenance > Manage Resource Authorisation.

   1. To manage authorisation for employee, use the All resources section of the window.
      • To allow an employee to authorise timesheet and expense claims, select the Can authorise? check box for the employee in the All resources list.
      • To stop an employee from authorising timesheet and expense claims, clear the Can Authorise? check box for the employee.

   2. To manage the resources for the employee, select the employee in the All resources list and use the Configure authorisation section.

      You can drag and drop resources between the lists, or select resources from the lists with the mouse and click Add or Remove.

      Tip: To select multiple items, use the Ctrl key to pick individual items, or hold down the Shift key to select a block of items.

      • To allow the employee to authorise timesheet and expense claims for a resource, select the resource in the Resources not in authorisation list of the authoriser list and click Add.

        The resource is listed in the Resources in authorisation list of the authoriser.

      • To stop the employee authorising timesheet and expense claims for a resource, select the resource in the Resources in authorisation list of the authoriser list and click Remove.

        The resource is listed in the Resources not in authorisation list of the authoriser.

To authorise expense claims

Open: Project Accounting > Adjust Transactions > Authorise Expense Claims.

1. The expense claims you can authorise are displayed.

   How to sort and filter the expense claims

   • To display expense claims for a particular user, select Show expense claims for resource and select the user from the list.

     To display expense claims from all resources, select Show expense claims for all resources.

   • To display expense claims between certain dates, select Range of expense claims and the date range, then click Display.

   • To display expense claims by status, select Range of expense claims and select the Status from Submitted or Rejected. To update the list, click Display.

     Note: You can also sort the expense claims in the list by clicking on the column headings, e.g. clicking on Expense Claim Number will sort the list in ascending or descending claim number.

2. To view details for an expense claim, select it from the list and click Detail.
   • For multi-currency expense claims paid through a supplier account, change the exchange rate here, if required.

   Click Exchange Rate to enter a new exchange rate.

   Once authorised, this is the exchange rate the claim uses when posted.

   • You can reject individual expense entries in a claim by selecting the Reject box.

3. Select the expense claims to authorise (or reject).

   Tip: To select multiple items, use the Ctrl key to pick individual items, or hold down the Shift key to select a block of items.

4. Authorise or reject the expense claims.

   • To authorise the selected expense claims, click Authorise.

     The expense claim status will be marked as Authorised and can then be posted.

   • To reject the selected expense claims, click Reject. You can type in a reason for rejecting the claim.

     Note: This will reject all the items in the claim. To reject individual entries in a claim, click Details to display the expense claim entries, then tick the Reject box for all entries to reject.

     The expense claim will be marked as Rejected. If appropriate, the user can amend and re-submit their expense claim.