The Review tab is available in the Expenses report folder to all users with the Approver permission.
After the submitter submits an expense report to a specific approver, it moves to the Review tab under that approver's view.
📎NOTE: Approvers will only see the reports assigned to them. If you need to see all expenses reports created within a company, you need one approver only. The reassignment of a report to another approver will remove it from the original approver's view, showing it only to the newly assigned approver.
📌TIP: Approvers can download the approved reports and send them to the finance department for reimbursement.
Actions available
Once in the Review tab the approver can:
Actions from the List
View the reports and the associated expenses
Filter the reports by date
Filter the reports by status (All status, In progress, Approved)
Filter by Submitter's name
Search by keyword
Actions from the report's page
Once in the report's details, the approver can:
View each expense document
Approve
Reject
Reassign - if there’s another approver available, the approver can reassign the report to another approver if needed
Download - the approver can download an expense Report as a PDF or Excel file from the Review tab
📎NOTE: The approver who also has the Edit before approval permission can also assign categories from the list. He can also view and edit the fields within the expense document.
Expense Report Status
The report status in the Review tab can be the following.
Submitted
Pending
Approved
Rejected
Submitted
The Approver has received the report, but hasn’t clicked View to access it yet.
📎NOTE: The Report's status will show as Submitted in both the Reports tab (Submitter's side) and the Review tab (Approver's side).
Pending
The Approver has opened the report, but hasn’t approved or rejected it yet.
📎NOTE: The Report's status will show as Pending in both the Reports tab (Submitter's side) and the Review tab (Approver's side).
Approved
The report is visible in the Review tab under the filtered view Approved. It's also visible to the Submitter under the Reports tab
📌TIP: By default the Review tab will only show the reports in progress. You can change the filter to All statuses or Approved.
Rejected
Once rejected, the report shows as rejected under the Review tab for the Approver, and under the Reports tab under the submitter's view.
📎NOTE: The submitter needs to reopen the report to be able to edit and submit it again.
What happens after approval?
Approved expenses
After a report's approval, all the associated expenses move from the Expenses tab under the Submitters view, to the Purchases Inbox folder. The expenses are then showing as purchase invoices, and all users with the Purchase permission can access them.
The expenses will also move to the Archive folder in the Expenses Reports folder. (under the Submitter's profile)
📎NOTE: The archived expense is only available to the user who uploaded and submitted the report.
Approved expense report
The approved report is visible from the Approved view under the Review tab and the Reports tab.
📎NOTE: No one can edit or amend a report once it's approved. Also, you can't move a purchase invoice back to the Expenses folder. In those cases, you need to review and unpublish invoices if necessary.