When a company is set up on AutoEntry, only the billing account holder has immediate access to the Expense Reports folder by default. If you want others to be able to access this folder to be able to process expenses, this must be set in their permissions.
Expenses permission types
Submitter
Submitter
Tabs available
The Submitter permission will give access to the following tabs within the Expense Reports folder:
Expenses
Reports
Activity
Archived
Rejected
Actions available
A submitter can:
Upload expenses
Add expenses to Expense Reports
Submit an expense for approval to an approver
📎NOTE: Submitters can't see any expenses uploaded by other users. A Submitter's expenses aren't visible by an Approver or Admin user until added to an Expense Report and submitted for approval.
Approver
Approver
Tabs available
The Approver permission will only give access to the Review tab within the Expense Reports folder.
Once the approver setting is active, the user becomes available to select as an Expenses Approver when a submitter wants to submit a report.
Edit Before Approval
Edit Before Approval
This is an added level to the Approver where submitted reports can be edited by the approver before they approve it.
Admin
Admin
An admin can:
Add user permissions
Edit user permissions
Set Expense Categories within Manage Lists
Give a user Expenses permissions
You can assign any existing user one of the expense permission roles listed above.
Click the People tab on the left-hand side of your screen.
Click the edit icon for the user you need to add to Expenses.
Select the relevant company from the drop-down menu.
Scroll down to the Expenses section. Click the permission type you would like to grant this user. You can select more than one
Changes save automatically.
📎NOTE: If you select someone as an Approver, they won't be able to approve expenses until you assign them as an Expenses Approver in the Settings tab too.
📌TIP: When removing Expenses permissions from a user, make sure there is no pending report.
If a report is pending with the approver, the submitter can't reopen it. Only the Approver can either approve or reject it. Once rejected it's accessible to the Submitter.
Also if the a report is open or rejected in the submitter's view, only can he access it to submit it.