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search for cost cards and find the expense documents they are on

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A number of settings affecting expense entry is controlled by the System Settings Editor Cost Tab. Please visit that help page to learn more.

Expense Approvers

Expense approval is not done here. Please see the Configure Expense Approval help.

Cost Center Permissions

An expense document is assigned a cost center at the time of creation. We assign a cost center at creation time for two reasons. First, because an expense document only has one disbursing currency, based on its cost center. To keep the currency consistent throughout the life cycle of the document, we must assign the cost center early. Secondly, it also allows us to maintain sane permissions for the lifecycle of the expense document. If it were to change cost centers down the road, then the entire approval process could change with it. If you need to change an expense document's cost center, you will need to make a new one.

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Parameter	Description
Limit to expenses awaiting my approval	This is a shortcut option. When ticked, the rest of the search criteria options gray out and are not used. Click Query and only items awaiting your approval are returned.
Search string	Search in the following fields: Expense Document Name Project Name Project Code Submitted by You canProjector's special search syntax to make your criteria more specific.
Disbursing/credit cost center	Open the drop-down menu and choose the cost center from the tree structure presented. All expense documents that belong to the cost center or its children are returned.
Include approval workflow status	This is the first level of approval for an expense. Before an expense can be reimbursed or invoiced, this must occur first. Tick the status' that apply or leave them all blank to return all: Draft - Saved, but not yet submitted for approval Submitted - Submitted for approval Rejected - Rejected Approved - Has been accepted by the system
Include payment workflow status	This is the second level of approval for an expense. Once approved, the submitter can be reimbursed for their outlay. Tick the status' that apply or leave them all blank to return all: Not Approved to Pay - awaiting approval to reimburse the resource or vendor Approved to Pay - approved and generates an AP transaction in the Pending status Transmitted to A/P - has been sent to the your AP system Paid -has been paidReceived - has been received this status must be marked manually by an administrator Received - this status can be marked by either an administrator or the resources themselves
Include invoicing workflow status	This is the third level of approval for an expense. Once approved, the expense can be passed onto a client for billing. Tick the status' that apply or leave them all blank to return all: Not approved to invoice - awaiting approval Approved to invoice - awaiting to be added to an invoice On Draft Invoice - on an invoice, but not yet issued On Issued Invoice - on an issued invoice
Show date range	Enables you to query within a specified date range for expense reports. Open the first drop down menu to select a qualifier defining when the desired expense report was. Queries are fastest if you choose the Created option. Created Submitted Approved Rejected Approved to Pay Transmitted to A/P Paid Approved to Invoice. Open the second drop-down menu to choose a date range.
Show expense documents of type	Choose which types of expense documents you are interested in. Expense Report Vendor Invoice Soft Cost Subcontractor Invoice

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Old Version 28

New Version 29

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