Note: AdExpense Administrators can approve, post approve, and post expenses and advances for employees across multiple offices as long as authority has been setup to each company/office in which approval and posting is required. If authority is not set up to an employee’s company/office, then expenses and advances for that employee cannot be accessed. However, office authority is not required for users who are set up as Approving Managers only (cannot be set up as an AdExpense Administrator). Approving Managers can approve, post approve, and post expenses and advances for employees regardless of the company/office to which that employee belongs. Exception: If the expense amount exceeds the maximum amount of an override by a client, the Approving Manager cannot approve/post expenses.
If the No Receipts box was checked when the employee entered Entertainment Analysis or Expense Notes in Expense Entry, a warning messages displays that identifies the subject of the warning as well as the week in which the expense was entered and the row number.
To approve expenses for posting:
Select AdExpenseSM|Posting|Expense Post Approval.
Accept the default to view approved expense vouchers for all employees to whom you have authority, or select the Employee field and key or select a specific Employee Code.
Click the Next icon 
to display the approved vouchers for the selected employee(s).
Select the voucher to be reviewed. To change an expense report but still retain the Approved Status, click <Edit> to display the Expense Detail Window. If a posting is occurring, the message "A previous post has not yet completed” displays. Make applicable changes, then click <Save Edit> to return to the Expense Post Approval Window. If you are in the middle of editing an expense from the Edit function and a posting occurs before you complete your edit, the message “Voucher is no longer available.” “Check inquiry for expense status” displays. The name of the user who made the change is recorded in the Post Approval User field on the Expense Detail Window for tracking purposes. The date the edit was made is also displayed in the Post Approved Date field on the Expense Detail Window. This function gives Accounting more freedom to make changes without having to reject the expense report and send it back to the employee.
Note: If you edit a voucher that has a "Post Approved" status, the status is changed back to "Approved" and a message displays identifying the voucher that has been edited and the change in status. This voucher must go through the Post Approval process again before it can be posted.
Expense Post Approval Detail Window
Use the scroll bars, if necessary, to review all the voucher details. Details include information from the Trip Segment Header, the Approving Manager and the date expense was approved by this manager, the name of the Post Approval User (see Step 4.) and the Post Approved Date, the Cash Office, Cash Account, and Payable Office, the expense detail, etc.
Accept the default of the current date for the Pay Date, or key a different date for the payment. The date may not be earlier than today's date unless a manual payment has been issued.
Note: For times when you post approve after a past pay date, the system automatically changes a past Pay Date to today's date after you press the Save icon. You do not have to manually change this date.
The default Bank Code and Payable Office display from the Agency Profile, but may be changed. The Disbursing Company/Office displays but may not be changed.
If the employee reimburses the company, amounts may be entered in the Employee Payment field. The amount entered cannot be greater than the balance of the expense. A debit journal entry is made to expenses for the amount of the expense, a debit is made to the employee's account for the amount the employee owes, and a credit will be made in the amount of the advance. Accounts Payable will then be zero. If the employee pays less that what is owed, then the remainder will be credited to the employee's A/P account.
If the employee has been paid the Amount Due:
Key the Check Number if the employee has been paid for this voucher with a manual check.
Key the Cash Trans Number if the employee has been paid out of petty cash.
Click the Recalculate icon to update amounts in the Employee Payment, Amount Due, and Recharge Amount (if applicable) fields located in the header section.
To approve the voucher, leave Approve selected and use the Invoice Description field, if applicable, to key a description to print on the client invoice for this expense. To reject the voucher, select Reject and key Rejection Comments.
The Expense Report Detail area displays header information that was set up for the trip segment. To approve employee travel expenses at a Job/Job component level, key the Job Component that is applicable to the Job Number.
The Currency Code and Currency Rate indicate the currency in which the expenses were entered. Individual expense amounts are shown in the currency used in entering the voucher, but totals are always shown in the employee's local currency.
The Account Number displays as defined for the Expense Category in the Database, but may be changed. If the expense is billable, this will be overridden by the account defined for the tran code.
If there is a job number on a trip segment, key the tran code and work code to be charged if they are not displayed.
You may also change any other fields that are not grayed out before you approve or reject the voucher. This includes the Entertainment Analysis and the Trip Notes. It can also include a Non-Billable entry if the expense was marked non-billable in Expense Entry.
The CC (corporate card) box shows when the expense was paid by a corporate credit card.
If your company uses corridors, key a Corridor Code for reporting purposes. When running applicable G/L Reports where there is a Corridor selection, expense information can be collected by a specified Corridor Code.
Click the Save icon 
to save your changes and either approve or reject the voucher for
posting, depending on which action is selected. If rejected, both
the employee and approving manager automatically receive an e-mail.
Vouchers that you reject will display on the employee's Expense Entry
prompt window the next time it is accessed. Vouchers that you approve
for posting must be posted using AdExpenseSM|Posting|Post.
Click the Back icon 
to return to the Expense Post Approval detail window.
The Amount Due is the amount that will be paid to the employee. If the Amount Due is a negative number, it displays in red. When an expense is posted with a negative amount due, a negative payable is created which will be used to reduce future expense or advance payments to the employee.
For more information about the fields that display, see Expense Entry.
