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Pre-Approval Tracking Admin Screen

Users with administrative privileges may use the Pre-Approval Tracking screen to view where a pre-approval request is in the approval process and track the history of changes made to it.


Search for Pre-Approval Requests

There are three ways to search for submitted pre-approval requests (unsubmitted pre-approvals are not searchable).

  • Expense Owner: View all of the user’s submitted pre-approval requests.
  • Report ID: View a specific pre-approval request.
  • Approver: View all pre-approval request assigned to a specific person for approval.

Use the drop-down menu to select how you will search. For the Expense Owner and Approver categories, you may type all or part of the person’s name to search.

Check the "Show Pending Only" box to display only pre-approvals with a status of Pending (i.e., submitted but not fully approved).

Click the desired pre-approval request to view more details.

Include Departed Users in Search

Admins with appropriate permissions may activate an Include Departed check box that will appear next to the search field and allow admins to include pre-approvals from departed users when searching on the Pre-Approval Tracking admin screen.

To activate this feature, navigate to SECURITY > ACCESS PERMISSIONS > ADMIN and click EDIT. Under Pre-Approval Tracking, check the box next to “Include Departed Expense Owner Search” and click SAVE.

View Pre-Approval Request

Once you select a pre-approval request, you will see the status of every line item on it.

1. Pre-Approval Request Information

  • Report ID: Pre-approval request’s unique ID
  • Owner: User who owns the planned expenses on the pre-approval request
  • Submit Date: Date pre-approval request was submitted

2. Filter By

  • Show Current: Shows only the current status of the pre-approval request. If this view is blank, the pre-approval request has successfully completed all approval routing and has an Approved status.
  • Show All: Shows the past routing history of the pre-approval request.

3. Column Headings & Group By

To sort results by any column heading, click on the heading. You may also drag any of the column headings to the blue bar and drop it to group the results by that column.

  • Step: The routing order of the approval assignment.
  • Assigned: The individual or group assigned by the company to review and approve the pre-approval request.
  • Approver: The name of the person who approved the pre-approval request for this step.
  • Rule ID – Description: Identifies whether there was a rule associated with this step and gives a brief description of the rule.
  • Last Rank: The number of the last approved rule as defined by company-specific routing rules. A “-1” in this field means that the pre-approval request did not have a last approved rule at that step.
  • Routing: The routing status of the approval assignment.
  • Line: Indicates the order in which expense line items were added to the report.
  • For example, if parking was the third expense item added, it would be line #3. Expense line items added as part of a hotel expense are numbered X.1, X.2, etc., where X is the line number of the hotel expense.
  • Assign Date: The date the pre-approval request was assigned to this approver.
  • Approval: The action taken by the approver(s):
  • Approved: The pre-approval request was either approved or approved and sent to an additional reviewer.
  • Returned: The pre-approval request was returned to the expense owner.
  • [Blank]: Waiting for the approver to approve or return the pre-approval request.
  • No Action: The pre-approval request was auto-approved or manually rerouted during the routing process.
  • No Action – Moved (NAM): The pre-approval request has been moved to another approver by the administrator—for example, an approval delegate during a vacation.
  • Complete Date: The date the approver took action.

Reset Pre-Approval Routing

The Pre-Approval Tracking screen gives administrators access to the RESET ROUTING button, will change a pre-approval request’s status to Draft and return it to the owner’s My Draft Pre-Approvals list. Any notes on the header and line items will be deleted.

Reassign Line Items

You may choose to reassign an individual line item on the pre-approval request to a different approver only if it is in Pending status.

  • Approved line items may not be reassigned.
  • The REASSIGN button is disabled when you select your own expenses.

1. Check the box next to the line item and click the blue REASSIGN button that appears in the upper right corner.

2. Begin typing the name of the desired approver and select it from the drop-down list. Then click REASSIGN.

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