Expenses - Reports

Expenses - Reports

All Reports will display in the Reports tab, regardless of the status it is in.

This is where users with Expense: Submitter permission will see the Reports they have created. If they have Expense: View All they will see all Reports for the account, if not they will only see their own created Reports. 

Users with Expense: Export, Schedule & Archive permission will see all Reports within the Lightyear account. Once the Report has been Approved, they will take over and handle the Report scheduling/reimbursement.

While in Reports, you can do a number of actions which depends on the status of the Report, including:
  1. Create an Expense or Report - in the top right, click the Create  button to open a dropdown menu with the aforementioned options
  2. Report Name - clicking the Report Name in Panel 1 will enable the Report Detail tab and allow you to see all the Expenses that are within the Report
  3. Edit Report - make adjustments to the Report details. Click Save  or Reset  to save/revert any changes
  4. View Grouped Data - if you have Grouped Data enabled, you can view this via the Grouped Data  tab. All information on Grouped Data can be found here
  5. Submit - while in Draft, click Submit  to send your Report through its approval workflow. Any Default Approvers or Conditional Approvers will automatically trigger
  6. Send Approval Tasks - if you don't have any Default Approvers or Conditional Approvers set against your Employee, an Expense: Admin will need to manually send these Approvals 
  7. Approve - while in Pending Approval, if you have Auto Approve enabled, once all Approval Tasks are approved, the Report will automatically move into the Approved status. If Auto Approve is disabled, an Expense: Admin will need to click the Approve  button
  8. Export - while in Approved, Scheduled or Reimbursed, an Expense: Export, Submit & Reimburse can select the Report in Panel 1 and click the Export  button to send it to your accountancy software
  9. Schedule - while in Approved, click the Schedule  button to enter the Scheduled Date and update the Report to be Scheduled
  10. Reimburse - while in Scheduled, click the Reimburse  button to enter the Reimbursement Date and update the Report to be Reimbursed. This will not reimburse the Submitter, as this needs to be done in your accountancy software
  11. Close - while in Reimbursed, click Close  to finish the Report and close it off 
  12. Delete - a Report can be deleted  if it is in Draft, Pending Approval or Approved. When deleted, any Expenses within the Report will be sent back to Unreported
  13. Activity - leave notes and view activity history within the Activity  tab



      

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