Quick start: Entering pre-authorization requests

To enter a pre-authorization request

1. To access the Create Pre-Authorization Request screen:

• When you log in, select Create a request from the Go to dropdown list.

• From the upper-left corner of any screen, click Expense > Pre-Authorization > Create.

• From any request screen, click the Create Pre-Authorization tab.

2. If you have more than one vendor number, a Vendor Number and Currency dropdown list appears at the top of the screen, and you must make a selection in order to create a request.

3. Find the form for which you want to enter a request. If you do not see the form, then you can go straight to entering a report.

4. Click Create to the left of the form. The Edit Pre-Authorization Request screen appears.

5. If you are entering a travel request:

1. Click Travel Info. The Travel Information screen appears.

2. Enter a start date.

3. Enter an end date.

4. Enter the date when you will return to the office.

5. If you will take any paid time off, click the PTO check box, then enter the PTO from and to dates.

6. Enter the city, state, and country to which you are traveling.

7. For the company you are visiting, enter the company name, contact name, and contact phone number, including extension.

8. Click OK.

6. If the request number doesn’t default, enter it.

7. If you are entering a materials request, enter a required date.

8. Enter a brief description of the expense for which you are requesting authorization.

9. If you wish, you can also enter a detailed, longer description.

10. To identify the area from which you want to obtain per diem rates, enter a location code, or click to the right of the field to look up a location code.

11. To enter a job, which may be required (depending on your administrator’s settings):

12. Select a job from the dropdown list, which shows all of the jobs in your personal list.

13. If the list shows a Search option, you can select it to look up a job from the company master.

14. To type the job, select Manual Entry from the dropdown list.

12. You can enter an amount for Total Estimated Costs, or you can break down your estimated expenses by categories by clicking Itemize Cost.

13. Enter an amount in the Advance Amount Requested field, if needed.

14. Click Save.

15. When you are ready to submit:

1. If a password field appears to the left of the Submit Request button, enter your password here.

2. Click Submit Request.

16. On the Edit Pre-Authorization Request screen, e-xpense displays a message to confirm that you’ve submitted your request. It emails you when your approver(s) sanction your request.