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Expense Reports

An expense report is a compilation of expense claim items that you submit for approval.

Your company may have a policy preventing you from submitting an expense report if you have already submitted one which is still pending approval.

Creating an Expense Report

  1. Click Create New Expense Report. This opens the Report Details screen.

  2. If you have been configured to act on behalf of another claimant, the Claimant field will be visible above the Report Name field. Your own name will always be selected by default, but you can select another claimant from the drop-down list to create a report in their name if necessary.

  3. Enter the Report Name and a Description.

  4. If you have not yet filled out all the expense claim items you wish to include in the report, click , or right-click an empty line on the report and click Add New. This opens the Manage Expense Claim Item screen (see Creating an Expense Item). When you save this expense claim item, it will be added to the expense report.

  5. If you have already saved one or more expense claim items which you wish to include in the report, tick the Show Unreported Items box. This shows you all the expense claim items you have saved that have not yet been added to a report. If you wish, click the collapse button in the top-right of the screen to collapse the header, allowing you to see more items at once.

  6. Click the circles in the Include Item column next to the items you wish to include in the report. The circles will be filled in with green to indicate that they have been attached to the report. If you wish to include all or most unreported items in the report, click . You can then still de-select individual items on the list. If a claim item is in breach of a company policy, you may not be able to add it to an expense report.

  7. If you still wish to make future changes to this report before submitting, click to save the expense report in Draft status. Otherwise, click

    to submit the expense report for approval.

Modifying an Expense Report

You can modify a saved expense report at any time before you submit it, or after you have withdrawn it (see Withdrawing an Expense Report). This may be useful if you have realised you made a mistake in the report, or if you wish to add more items to the report.

  1. Click View My Expense Reports. This shows a list of all your expense reports, along with their status.

    If you have been configured to act on behalf of another claimant, the Claimant field will be visible above the grid. Your own name will always be selected by default, but you can select another claimant from the drop-down list to view their expense reports if you need to make an edit on their behalf.

  2. Right-click the report you wish to modify, or left-click the report and click the menu icon , then click Modify. This opens the Report Details screen for the report where you can make the necessary changes (see Creating an Expense Report for detailed instructions).

  3. Click to save your changes to the expense report.

Submitting an Expense Report

Once you have added all the expense claim items you wish to include, along with all the necessary information, you can submit your report for approval.

  1. Click View My Expense Reports. This shows a list of all your expense reports, along with their status.

  2. Right-click the report you wish to submit, or left-click the report and click the menu icon , then click Modify.

  3. Click .

The report will then be submitted and will change status to either Awaiting Approval or Awaiting Payment, depending on your company’s policies on automatic approval.

If the report contains mileage claims, the final mileage rates are calculated upon report submission. For this reason, the claim amount of the report may change after it is submitted.

Withdrawing an Expense Report

You can withdraw any report you have submitted at any time before it is approved by finance. This may be useful if you have realised you made a mistake in the report, or if you wish to add more items to the report.

  1. Click View My Expense Reports. This shows a list of your expense reports.

  2. Right-click the report you wish to withdraw, or left-click the report and click the menu icon , then click Withdraw. You will receive a warning message asking if you are sure.

  3. Click to finalise the withdrawal.

Deleting an Expense Report

You can delete any expense report which you have saved but not yet submitted, or that you have submitted and since withdrawn.

  1. Click View My Expense Reports. This shows a list of all your expense reports.

  2. Right-click the report you wish to delete, or left-click the report and click the menu icon , then click Delete. You will receive a warning message asking if you are sure.

  3. Tick the box if you also wish to delete all the expense claim items attached to the report. Leave the box unticked if you wish for all the items in the expense report to become unattached draft items.

  4. Click to finalise the deletion.

Expense Report Statuses

You can view the status of an expense report on the My Expense Reports screen at any time before it is paid.

The possible statuses of an expense report are:

Draft

You are still working on the expense report. You can submit it for approval at any time.

Rejected

You have submitted the report and it has been rejected by an approver. You can modify the report (see Modifying an Expense Report), which will change its status back to draft, then resubmit it if you wish.

Awaiting Manager Approval

You have submitted the expense report, but it has not yet been approved by your manager.

Awaiting Finance Approval

You have submitted the expense report and it has been approved by management but has not yet been approved by the finance department.

Finance Approved

You have submitted the expense report and it has been approved by management and the finance department.

Submission Pending

The report has been approved by management and finance and is pending submission to COINS ERP+.

Submission Failed

The report has been approved by management and by finance, but something went wrong when submitting it to COINS ERP+. The finance department can resubmit the report.

Awaiting Payment

The report has been approved by management and finance and submitted to COINS ERP+ and is now waiting to be posted.

Awaiting Expense Payments Processing

The expense report has been approved and posted in COINS ERP+ and is now waiting for the payments batch to be posted.

Awaiting Manual Processing

The report has been approved by management and finance and submitted to COINS ERP+ and is waiting to be manually processed.

Paid

The report has been approved by management and finance and the payments batch has been posted in COINS ERP+.

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