This page is the main starting point for expense/receipts. The words "expense" and "receipt" may be used interchangeably (basically money going out). If your corporation uses the check request system, they will be shown here as well. A check request is a special expense/receipt that doesn’t have any payment info assigned until it gets approved. Note: Original receipts are still required for documentation. This page is divided into three main sections. Sub navigation, main search form, and search results.

The top section has a number of navigation links that allow you to view/work in sub areas of the expense/receipt section. There is also a button to help you start a new expense/receipt. This button will take you to the first step which is searching for a vendor/payee.

If the search form is hidden, use the show/hide button to interact with the search criteria. The search form has the following fields:

1. Expense/Receipt Number - This field is where you can enter an expense/receipt number that was generated from the system (a check request number is the same as the expense/receipt number). If you wish to search for a specific expense/receipt, enter the number and then click the button that says "get it". You will be routed to the printer friendly version of the receipt. You may also use the key words "new", "all", and "last" (w/o the quotes) to help with navigation.

2. Vendor/Payee Name Filter - Enter a vendor/payee name in the field provided. The field is flexible and allows you to type and search for any number of characters. For instance, say you wanted to get the last name of "Smith". You could enter "s", "sm", "smith" (whatever is needed to filter the records correctly). The controls below the filter field are to help the application know where to search for the vendor/payee filter provided. There must be something (characters) in the filter field for the vendor type fields to work (business, last name, and first name).

3. Expense/Receipt Type - Choose an expense/receipt type filter from the list provided.

4. Person Who Created Receipt - The default is "All". Choose a user to help filter the records.

5. Expense/Receipt Amount or Rei/Split-Amount - This field is used to find a specific value or dollar amount. The default it "All". If the Rei/Split-Amount checkbox is not clicked, the search will assume that you entered a receipt amount. If the Rei/Split-Amount checkbox is clicked, the system will assume that you are looking for a reimbursement amount or an amount that was used as a split (payment on account). Once an expense/receipt gets verified, if reimbursement or split, the amount switches from the receipt amount field to a special field for reimbursements and splits. Most normal expense/receipts will leave the Rei/Split-Amount unchecked.

6. Reimbursement - Choose need or don't need from the list provided. The default is "All".

7. Verified - Choose verified or not verified to help filter the records. The default is "All".

8. From Receipt Date - This field can be either the actual expense/receipt date or the due date. This will depend on the Date Type field. By default, it is set to the receipt date and will be set 30 days prior to the current date. This provides a month roll back look at the expenses.

9. To Receipt Date - This is similar to the from receipt date except this is set the current date by default. Once again, it can be either the actual receipt date or the due date by changing the date type field.

10. Date Type - By default it is set to use expense/receipt date but may be switched to use due date. This field will change the way the system uses the from and to dates above it.

11. Keep Criteria Open - This checkbox helps you either keep the search criteria form open (showing) or allows it to be collapsed (closed) after the search is submitted. The default is unchecked which means that the form will be hidden or collapsed. If checked, the search form will remain open.

The bottom part is the results section of the page. The verified, pending, and grand totals are showed along with a record count. The totals shown are relative to the search criteria submitted. The Rei/Split-Amount is for the reimbursement and/or payable split amounts. Each expense/receipt will have three links or options to help the user get around. They are edit, printable, and history. The edit link will take you to the line items, the printable link will take you to the printer friendly report, and the history will show actions, dates, times, and persons who have interacted or changed pieces on the expense/receipt.

Receipts will be flagged if the total amount doesn't match the sum of the line items or the total amount doesn't match the payments made. There may also be multiple pages if the record count exceeds more than 50 expense/receipts. Choose the page number you wish and then click the "go" button.

On the far left of each receipt will be a small thumbnail image. If other than the default image, it means that the expense/receipt has images of the bill, statement, invoice, receipt, etc. If different than the default, you may click on the image to go the receipt photo gallery. This feature and the ability to upload photos of the receipt are tied to the photo management permission.

If a receipt has the privacy switch turned on, the amounts will be hidden from non admin users.

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