The Expense Reports folder can include a total of seven subfolders or tabs:

The folder visibility and access will depend on the permission however.

The submitter permission will give access to the Expenses tab, Reports tab, Activity tab, Archived tab and Rejected tab.

The approver will only see the Review tab.

After a submitter uploads an expense, it will move to the Expenses tab within the Expense Reports folder if the system doesn't reject it.

From this page, the submitter can view the expense, edit its details, and assign it to a report.

He can also move, archive or reject the expense from here.

From the Expenses tab, the submitter can also click Add Items to add manual expenses, and add mileage expenses.

Once a user with the submitter permission creates an expense report, it will appear under the Reports tab.

The reports statuses in the Reports tab are:

The Submitter can keep adding receipts to open reports as required until they submit it for approval.

Once submitted, the submitter can view the report and reopen it to edit it, but only if the approver hasn't viewed the report yet.

Once the Approver opens the report, the status changes to Pending in both the Reports tab and the Review tab. At this stage, the Submitter can't edit the report anymore.

Once the Approver approves the report, it moves to the Purchases Inbox and disappears from the Expenses tab. It's still visible from the Reports tab and the Review tab under the approved filter view.

If the Approver rejects a report, it will show as rejected in both the Review tab and the Reports tab. The submitter needs to reopen it from the Reports tab to be able to edit it and resubmit it again.

After a submitter assigns and submits a report, it will appear in the Review tab, under the assigned Approver's account and ready for review.

From there, the approver can review the details, reassign, and download the report. He can then decide either to approve or reject the report.

The approver who also has Edit before approval permission can edit the expenses categories and edit the actual expense document.

The Activity tab shows all the files that submitters have uploaded in that folder and their status.

The Archived folder will store all previously processed/approved individual expenses.

If the system can't process a file you uploaded to the Expense folder, it will reject it and move it to the Rejected folder. It will show the rejection reason.

You can move the file manually to the Expenses tab and add any missing details before continuing the reporting process.

This tab is for adding users and editing their access permissions. Only the account billing owner or Admin users can edit user permissions in the Expenses folder. They can also add permissions from the main account People section.