Expense Approvals on Nexonia s Web Application

Expense Approvals on Nexonia s Web Application

Expense Approvals on Web Nexonia Expenses on the web gives approvers the ability to review expenses submitted to them for approval. You can review submitted expenses and receipts, and choose to approve or reject expenses. Approving an expense item advances it to the next step on the approval workflow. If the item is approved at the final step in the workflow, the status changes from Submitted to Approved, and it will be ready for export to your ERP (if applicable). Approvers may also Reject an item. You can use reject to send items back to the submitter if they re outright refusal of reimbursement, or if you want the submitter to provide additional details, clarification, or documentation for an expense and resubmit it. Reject will require a comment from the approver (typically, why it s being rejected), and send the item back to the submitter. Items with a reject status are then editable by the submitter, so they delete it, or correct and resubmit it. Notes: 1. 2. 3. Email notices will go to approvers when a report has been assigned to them, as well as reminder emails if the notification settings have been set by the administrator. Approval workflows and permissions are set by the administrator. Expenses submitted to the approver will be visible and actionable to them on the web and the mobile application. 2

Accessing the Approvals Module Approvers can access any reports currently assigned to them for review under the Approvals module. This section can be accessed by mousing over and clicking on the Approval tab on the menu bar. They can also click on the Approval System button on the homepage. In the Approvals module, approvers will be able to drill down into three views: 1 - Expense Reports Pending Approval 2 - Expense Report View 3 - Expense Item View As an approver, you can approve or reject a single report or multiple reports - and all submitted items contained therein - from the 1- Expense Reports Pending Approval view. You can also approve or reject specific line items within a report from the 2 - Expense Report View level. 3

Expense Reports Pending Approval - The Approval Queue Once you are in the Approvals module, your initial view will show you the Expense Reports currently assigned to you for review. You can click on the Report Code (1) number to open the report. The list of reports will be sorted by default by Report Code number, but clicking any value on the menu bar will re-sort the list. To approve all submitted items in an expense report: Locate the expense report > click Action (on the expense report line) > Approve > OK. To approve all submitted items in multiple expense reports: Use the checkboxes on the left (2) to select multiple expense reports > click [Approve] button (3) > OK. Key Columns:! = indicates an item within the report has been flagged to your attention for a policy warning. = Status - each report has a Status (4) to let you know what stage the items within it are in: Draft, Submitted >, Rejected < or Approved. Approver = name of the approver the report is assigned to. Number in brackets is the number of expense items assigned to the approver. Reimburse = amount of report that is reimbursable to the employee. 3 2 4 1 Total = total amount of the expense report, including reimbursable and non-reimbursable (i.e. company paid) expenses. 4

Expense Report View for Approvers In our example, we clicked on report 1017, and now we ve drilled down to the expense report. We can see all the expense items. Any items available for us to approve will have an open checkbox on the line item. We can also drill down further to the individual items - hover your mouse over the item, double click and it ll open the item so you can see all the details and the receipts. To approve or reject an individual expense item: Open an expense report > locate the item you wish to reject > click Action (on the expense item line) > Approve/Reject > OK. Rejecting an item typically requires a comment to be provided, which will be passed on to the submitter. To approve or reject multiple expense items within an expense report: Open an expense report > use the checkboxes on the left to select multiple expense items > click More (button) > Approve > OK. Clicking on any of the icons will show you more details: = the attachment icon can be clicked, and you ll be able to preview the receipt for that item. = Status - clicking a status icon will show the item history.! = indicates an item within the report has been flagged to your attention for a policy warning. Click on the icon and you ll see a message explaining why it was flagged. Tip: You can sort the list of reports by any value in the grey menu bar. 5

Expense Item View for Approvers In our example, we clicked on expense item #4, and now we ve drilled into the expense item. We can review all the expense item details here, and the linked receipt(s) to the right. Best practice is to review the expense, and click Next Item (1) to move to the next expense item in the report. Click Cancel (2) to close this window and return to the Expense Report view. Controls for viewing the receipt: Zoom In Zoom Out Zoom to Fit Zoom to Width Zoom to Real Size Rotate 1 2 Note: Approvers have permission to approve or reject by default. Administrators may also allow approvers to edit the expenses item under review, which is a permission set within the approval workflow. If enabled, the expense item fields will be shown as editable fields. 6

Rejecting an Expense Item Approvers may reject an item. You can use reject to send items back to the submitter if they re outright refusal of reimbursement, or if you want the submitter to provide additional details, clarification, or documentation for an expense and resubmit it. Reject will require a comment from the approver (typically, why it s being rejected), and send the item back to the submitter. Items with a reject status are now editable by the submitter, so they Clicking on any of the icons will show you more details: = the attachment icon can be clicked, and you ll be able to preview the receipt for that item. = Status - clicking a status icon will show the item history.! = indicates an item within the report has been flagged to your attention for a policy warning. Click on the icon and you ll see a message explaining why it was flagged. 7

Submitter s View of Approved and Rejected Expenses Approved Approved Expenses - Once expenses have been reviewed and approved, the expense submitter will be alerted via email and mobile notifications. They ll see the status of the expense item updated to Approved. Note: if the approval process involves multiple approvers, expense submitters will get the approved status and notifications once the expense is completely approved. Rejected < Rejected Expense - If an expense item has been rejected by the reviewer, it ll be sent back to the expense submitter with a Rejected < status. An email will be sent to to the submitter and will include the rejection comment. Here, item #4 has been rejected. If the item just needs some additional information, the submitter can edit the rejected item, and resubmit it for approval. If it s an outright rejection and won t be reimbursed, they can delete the item from the report. 8

Temporary Approval Proxy (if enabled by Administrator) If enabled by the Administrator, Approvers may designate a temporary approval proxy to act on their behalf for a set period of time, such as when they re out of office.. To set the proxy: 1. 2. 3. 4. 5. 6. On your Nexonia homepage, you ll see your name in the top right corner. Click it to expose the dropdown menu, where you ll see Account. Click Account. Under the User settings tab, you ll see (if enabled) Temporary Approval Proxy field. Temporary Approval Proxy: Select the name Select the Proxy Start Date Select the Proxy End Date Scroll down and click Apply On the effective start date, any approvals submitted as of that date will be rerouted to the Temporary Approval Proxy, and a notification email will be sent to them. After the end date, the temporary routing will stop. 9

Administrators - Reassigning Expense Approvals When an expense item has been submitted, it is pending approval from a specific user (the "assignee"), as determined by the logic implemented in your Nexonia configuration. If you are an Administrator, you always have the ability to reassign submitted expenses away from any current assignee to any other user. Expenses can only be rejected from the Approvals page. To reassign all submitted items in an expense report that are available for reassignment: Locate the expense report > click Action (on the expense report line) > Reassign > choose the new assignee > OK. To reassign all submitted items that are available for reassignment from multiple expense reports: Use the checkboxes on the left to select multiple expense reports > click Action (button along the top of the page) > Reassign > choose the new assignee > OK. To reassign an individual expense item that is available for reassignment: Open an expense report > locate the item you wish to reject > click Action (on the expense item line) > Reassign > choose the new assignee > OK. To reassign multiple expense items that are available for reassignment within a single expense report: Open an expense report > use the checkboxes on the left to select multiple expense items > click More (button) > Reassign > choose the new assignee > OK. Note that expenses that are reassigned remain at the same step in the approval workflow and will continue to advance through the workflow following approval by the new assignee. To return expenses to the submitting user, Reject them instead. To advance expenses to the next approver, Approve them instead. 1 0

Administrators - Reassigning Expense Approvals (screenshot) In this example, the administrator needs to reassign report 1017. They clicked on the Action link to to the left of Code 1017, selected Reassign, and they see the above window which allows them to reassign the selected items to a specific approver in the dropdown menu. 1 1