Authorising users expenses

If you are a manager or owner you have the ability to simply and quickly authorise a users expense for payment.

 

Authorising expenses:

1. Go to Main Navigation > Expenses Management > Authorise Expenses

2. Click the Authorisation tab

3. Scroll down to the Expenses Table

4. Filter by date and click Search

a) You can also use advanced search that allows you to filter your results by specific users - click Advanced to bring up the user search, type your user and click Search

5. Make sure the expenses you would like to authorise are selected

6. Click Authorise to submit the expense to the next level of authorisation

 

Please note that this will not set the expense as Paid. This stage authorises an expense for payment, which will then be decided by the owner. For information on the payment stage of expenses, please see below.

 

Approving expenses for payment:

7. You will be redirected to the Payment tab

8. Here you can select the expenses you wish to approve for payment. If you do not want to do this at this time simple click off the tab. You can come back to approve for payment anytime by clicking Authorise Expenses and then the Payment tab

9. Make sure the expenses you would like to authorise are ticked and click Approve for Payment to move the expense onto the final stage of approval, confirming payments

 

Please note that this does not pay the user. There is a final stage to the approval process that pays the user for the expense. This is for security purposes and to minimise errors. For more information on payment, please see below.

 

Setting and confirming payments:

10. You will be taken to the Financials tab.

11. Here you can set and confirm payments for specific users. Again, like the payments tab, you can come back to confirm payment anytime by clicking Authorise Expenses and then the Financials tab.

12. You can open the expense to view more detailed using the View icon

12a. Here you can change the payment date, method and add any comments

12b. Click Save

13. Click Confirm

14. Click Confirm again to submit the expense as paid

 

Please note that this will pay the user for the expense. If an error has been made at any stage of the approval process you are able to reverse expenses. For more information please see the Reversing an expense guide.

 

 

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