Supporting Document Dialog Box in Expense Report Approvals

Use the Supporting Document dialog box to view documents that have been associated with an expense line item for a project.

The associated documents are usually sales receipts that were uploaded for an expense report item in Time & Expense > Expense Report.

This dialog box opens only if Vision has been configured to allow you to view supporting documents. See your system administrator if it has not been configured.

Parent Topic: Screens

Location

To open the dialog box, complete the following steps:

  1. From the Vision Navigation menu, click Time & Expense > Expense Line Approval.
  2. In the Project grid, select a project. Your system administrator determines which projects require line item approval, and who can approve line item expense charges. After you select the project, the Expense Report Line Items Approval grid updates to display the project's associated expense line items. The projects that displays on this grid must meet the following conditions:
    • Line item approval is required for expense charges to the project.
    • Expenses have been charged to the project.
  3. In the Expense Report Line Item Approval grid, select a charge from an expense report. A Document Uploaded icon with a green check mark displays when there is a document uploaded and associated to the expense item. Click this option to access the Supporting Documents dialog box, where you can view each supporting document in .PDF format. If no document is attached to the expense item, the icon with the blue up arrow displays in the Document field. If you click this option, the Supporting Documents dialog box displays but there will be no associated documents listed.

Contents

Supporting Document Grid — Toolbar

Field Description
Supporting Document Drop-Down

Click the drop-down arrow on a grid header to complete any of the following actions:

  • To print grid data, click Print. On the Print Preview form, click File > Print to send the grid data to your default printer.
  • To export grid data to an Excel spreadsheet, click Export to Excel. When Microsoft Excel opens, use its features to modify, print, or email the grid data, or to save the spreadsheet file locally.
  • To turn on grouping for a grid, click Enable Grouping. When a field displays with the instruction: "Drag a column header here to group by that column," drag and drop column headers into the field, in the sequence that you want them to display.

Not all options are available on all grids.

View To view the supporting document in .PDF format, select the expense line item in the grid and click this toolbar option. A viewer displays, showing a preview of the document in PDF format. Vision converts all uploaded documents, regardless of their original format, to PDF format.

Supporting Document Grid — Fields

Field Description
File Name This field displays the name of the file that is attached to the selected expense line item.
Description This field contains the description of the file.
Print with Invoice If this check box is selected for a billable expense and the Expense Reports option is selected in the Print Supporting Documents section on the Billing Backup tab of the Billing Terms form, the document will print along with the invoice.

Buttons

Field Description
Cancel Click this button to close the dialog box. Any changes that you made on the dialog box are not saved.
Help Click this button to open the help topic for the dialog box.