Expense Report Tracking Admin Screen

Users with administrative privileges may use the Report Tracking screen to view where an expense is in the approval process and track the history of changes made to it.

Click ADMIN SETTINGS > TRACKING NOTIFICATIONS > REPORT TRACKING.

Search for Reports

There are three ways to search for submitted expense reports (unsubmitted reports are not searchable).

• Expense Owner: View all of the user’s submitted expense reports.
• Report ID: View a specific report.
• Approver: View all expense reports 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.

Checking SHOW PENDING ONLY will limit the results to expense reports with at least one line item in Pending status.

Click the desired report to view more details.

View Report

Once you select a report, you will see the status of every line item on it.

1. Report Information

• Report ID: Expense report’s unique ID
• Owner: User who owns the expenses on the report
• Created By: User who created the expense report
• Create Date: Date expense report was created
• Submit Date: Date expense report was submitted
• Receipt: If a receipt was attached correctly, the status will be “OK.” If a receipt still needs to be attached, the status will be “Waiting.”

2. Filter Results By

Show Current: Shows only the current status of the expense. If this view is blank, the expense has successfully completed all approval routing and has an Approved, Exported, Paid, or Partially Paid status.

Show All: Shows the past routing history of the expense.

Show Projected: Shows the next steps in the approval process (i.e., who the next approvers are). If multiple approvers are assigned to the same step, all will need to approve the expense before it can continue in the approval process.

3. Group Results By Column Headings

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 expense type.
• Note: Based on your organization’s approval guidelines, an expense can be assigned to a single individual or a group of individuals (entity).
• Approver: The name of the person who approved the expense for this step.
• Type: Expense item type (e.g., Internet, lodging, parking).
• 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.
• Amount: The PayMe amount of the expense.
• Rule ID – Description: Identifies whether there was a rule associated with this step and gives a brief description of the rule.
• Routing: The routing status of the approval assignment.
• Assign Date: The date the expense item was assigned to this approver.
• Approval: The action taken by the approver(s):

• Approved: The expense was either approved for payment and sent to the next step in the process or approved and sent to an additional reviewer.
• Returned: The expense was returned to the expense owner.
• [Blank]: Waiting for the approver to approve or return the expense.
• No Action: The expense item was auto-approved or the item was manually rerouted during the routing process.
• No Action – Moved (NAM): The expense has been moved to another approver by the administrator—for example, an approval delegate during a vacation.

• Completed Date: The date the approver took action.
• Keep Together:
• False: The report’s expense line items can route through the approval process independently.
• True: Expense line items will route together after all have been approved.

Report Status

By default Chrome River allows each line item on an expense report to route through the approval process independently. Different items on the same report may be assigned to different approvers or may even be auto-approved. This means that some items may be eligible for export and payment while others on the same report are still routing through the approval process.

However, there are two ways your organization may have chosen to to ensure that all line items on a report are approved before any of them are eligible for export and payment.

• Gatekeeper Business Rules: This is the recommended method for ensuring all line items on a report are approved before any are eligible for export and payment. See "Route to Gatekeeper" in Business Rules Admin Screen for details.
• Keep Together Flag: If your organization has no Gatekeeper rules, you may have opted to use the "RouteIndependent" flag in the Matter data feed or API to indicate whether an expense charged to a certain allocation should route independently or be “kept together” for approval review. 

With these methods, fully approved expenses will have a status of Waiting for Export until all the line items on the same report have been aprroved.

Reset Routing vs. Recall Routing

The Report Tracking screen gives administrators access to the RESET ROUTING button, which has more options than the Recall an Expense Report to Draft Status feature available to users on the Submitted Expense Reports List.

RESET ROUTING will change an expense report’s status to Draft and return it to the expense owner’s My Draft Expense Reports list.

Additionally...

• Notes on the header and line items are deleted.
• Any attached pre-approval will be retained.
• Line items may be in Pending, Returned or Approved status to be reset.
• Exported reports may not be reset.

RECALL ROUTING will also change an expense report's status to Draft and return it to the expense owner’s My Draft Expense Reports list.

However...

• Notes on the header and line items are preserved.
• Any attached pre-approval will be retained.
• All line items must be in Pending approval status.
• Approved or Exported reports may not be recalled.

Reassign Line Items

You may choose to reassign an individual line item 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.