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Expenses User Permissions
By default, only billing account holders have access to Expenses. Here's how to add existing users and set approver permissions.
Brian Carolan avatar
Written by Brian Carolan. Updated over a week ago

Objective

This article will go through the steps required to add users to AutoEntry's Expenses module, and how to assign specific approvers to a user submitting expense reports.

Applies To

Procedure

Adding Users to Expenses

From the start, only billing account holders have immediate access to the Expense Reports folder. They must set up access to this folder for other users. Users can be added to 3 levels:

  • Submitter - Can upload expenses, add to reports and submit for approval to an approver. Submitters cannot see any expenses uploaded by other users. A submitter's expenses are not visible by an approver or admin user until added to a report and submitted for approval.

  • Approver - An approver has the ability to approve/reject expense reports submitted to them by submitters. Reports can be downloaded as a PDF document for printing if physical signatures are required and also to an excel sheet if not publishing to accounting software. Once approved, the reports are published to the Purchases Inbox under the submitter's name. Standard approvers cannot edit or change a submitted expense report.

  • Edit Before Approval - An added level to the approver where submitted reports can be edited by the approver before approval. Editing of figures/data, removal of receipts, splitting expenses and reimbursable or not. 

  • Admin - An admin user has the permissions to add/edit users' permissions in the Expense Reports folder and to set the mapped expense categories to nominal accounts under the Manage Lists section on the company homepage. 

This function can either be accessed via the People tab within the Expense Reports folder, or by following these steps.

Users can be added to more than one permission level if required. If a submitter is also an approver, they can approve their own expenses. All billing account holders are automatically set to an Admin user for expenses.

Adding Specific Approvers to a Submitter 

Within a user's settings it is possible to control who a submitter is allowed to submit an expense report to for approval. You might have multiple approvers on your account for different departments/teams/offices, so it is possible to restrict which approver each submitter can submit their reports to.

This is done very easily under the user's permissions on the settings page. Just click on All People to the top right when logged into AutoEntry, click Edit to the left of the user's name.

You can then select which approver this specific submitter can submit their expense reports to.

Multiple approvers can be selected, so when submitting a report for approval, the submitter can select which approver they are submitting the report to.

Once submitted, an approver can re-assign to a different approver if the report has been submitted to the wrong approver using the Re-Open button in the submitted report.

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