Approving Expenditure Records

Approving Expenditure Records

Introduction

When expenditures are submitted, they require approval before moving to the accounting team for processing. This article provides step-by-step instructions on how to approve transactions for vendor bills, credit card charges, and employee expense reports.

Info
Some approvers may not have access to Expenditure records based on your organization's Hierarchy Preference settings. To provide access, you'll need to create a Data Sharing rule. This ensures they can view and approve the relevant records. For detailed instructions, please refer to the Setting up Data Sharing Rules article.

Approving a Vendor Bill

Video Summary - Approving a Vendor Bill



Instructions on Approving a Vendor Bill

1. Navigate to the Expenditures Module, then select the Custom View - "3. Vendor Bill Submitted." 



2. Click the Expenditure Name to select the Vendor bill to be approved.
The Expenditure record will open.



3. If you have been granted rights to approve a Vendor Bill, you will see the "Approve Vendor Bill" Transition button in the Blueprint. Ensure the attached Vendor Bill matches the Vendor Name, Transaction Date and the Total Expenditure amount fields. Once the review is complete, click the Transition button.
A pop-up box will appear.



4. The information in the pop-up box reminds you to ensure the Vendor Bill is attached and the totals match. It also provides an overview of the automations that will occur after saving. When ready, click the Save button. 



5. After Saving, the Blueprint will no longer be visible (see Alert box below for more details) and the Expenditure will move to the Vendor Bill Approved status.



Alert
If you are a member of the Finance Team, once a Vendor Bill is approved, the Blueprint will still be visible and the Process in Accounting Transition button will be available to you. This Transition is typically reserved for the Finance Team only.


Approving a Credit Card Charge

Video Summary - Approving a Credit Card Charge



Instructions on Approving a Credit Card Charge

If you have been granted the rights to approve credit card charges then you will see the blueprint transition "Approve Credit Card Charges" on records with the Expenditure Status of Credit Card Submitted.

1. Navigate to the Expenditures Module and select the Custom View - "4. Credit Card Submitted."



2. Click the Expenditure Name to select the Credit Card Charge to be approved.
The Expenditure record will open.



3. If you have been granted rights to approve a credit card charge, you will see the "Approve Credit Card Charge" Transition button in the Blueprint. Ensure the attached credit card receipt matches the Merchant Name, Transaction Date and the Total Expenditure amount fields. Once the review is complete, click the Transition button.
A pop-up box will appear.



4. The information in the pop-up box reminds you to ensure the credit card receipt is attached and the totals match. It also provides an overview of the automations that will occur after saving. When ready, click the Save button. 



5. After Saving, the Blueprint will no longer be visible (see Alert box below for more details) and the Expenditure will move to the Credit Card Approved status.



Alert
If you are a member of the Finance Team, once a credit card charge is approved, the Blueprint will still be visible and the Process in Accounting Transition button will be available to you. This Transition is typically reserved for the Finance Team only.



Approving an Employee Expense Report

Video Summary - Approving an Employee Expense



Instructions on Approving an Employee Expense Report

If you have been granted the rights to approve employee expense reports then you will see the blueprint transition "Approve Employee Expenses" on records with the Expenditure Status of Employee Submitted.

1. Navigate to the Expenditures Module and select the Custom View - "5. Employee Submitted."



2. Click the Expenditure Name to select the Employee Expense Report to be approved.
The Expenditure record will open.



3. If you have been granted rights to approve a employee expense report, you will see the "Approve Employee Expenses" Transition button in the Blueprint. Ensure the attached employee receipt(s) matches the Transaction Date and the Total Expenditure amount fields. Once the review is complete, click the Transition button.
A pop-up box will appear.



4. The information in the pop-up box reminds you to ensure the employee receipt(s) is attached and the totals match. It also provides an overview of the automations that will occur after saving. When ready, click the Save button. 



5. After Saving, the Blueprint will no longer be visible (see Alert box below for more details) and the Expenditure will move to the Employee Approved status.



Alert
If you are a member of the Finance Team, once a employee expense report is approved, the Blueprint will still be visible and the Process in Accounting Transition button will be available to you. This Transition is typically reserved for the Finance Team only.






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