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Approving Transactions

A Supervisor's role is to monitor the integrity of the transactions verified by their subordinates. Part of this role involves approving transactions, ensuring that each subordinate transaction is properly accounted for.

To approve a transaction:

1. In the Tasks To Do section of the Home Page, click on the associated `Waiting approval' icon;

2. From the Approval Tasks page, specify the search parameters where required:

· Activate the Sort By User flag;

· Select the required subordinate users from the drop-down list;

· Select an Activity (Waiting Approval/Waiting Clearance) from the drop-down list;

· Select an Expense Group from the drop-down list;

· Select an ID Type from the drop-down list:

· The expenses displayed are now sorted by Document ID/Expense ID followed by Expense Group;

· A `Sub-total for' amount is displayed, grouped by each Document ID/Expense ID. This sub-total is only for 'Unapproved' expense items;

· If Document ID is selected, then all expense items belonging to this Document ID are selected as 'Approved'. Selecting Document ID will select all expense items belonging to that Document ID;

· The filter capability has been enhanced to allow a Document ID, as well as an Expense ID, to be selected for filtering. This is the same search filter used in Document Control reports.

· Select a Merchant from the drop-down list.

3. Click Search;

4. From the resulting list of expenses seeking approval, activate the Select flag(s) of those you wish to approve;

5. Edit the submitted expense if necessary;

See Full Editing of Expenses (Optional).

6. Click on the Approve button;

If you require only a single expense to be approved, click the associated Approve icon.

7. Click OK when prompted to confirm approval.

Tips:

· To review the details of an expense, click the Review button or its associated Review icon. You may review one expense at a time.

· To reverse an expense from a `Waiting Approval' or `Waiting Clearance' status, click the Reverse button or its associated Reverse icon. For example, if an expense is in `Waiting Approval', reversing it will revert it to the `Waiting Accountholder' status.

· Click the associated Edit icon to modify the GL coding for an expense waiting approval.

· You may view or add a note to an expense by clicking the associated View Attached Notes icon.

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