Your e-xpense administrator periodically exports expense forms to an accounts payable program. When an expense form has already been exported, we say that it is archived.
Once an expense form is archived, you can no longer change or delete it, but you can still review and print it. The procedure for opening archived expense forms is slightly different from the one for opening current expense forms. The instructions below show you how to review your archived expenses.
Note: When your administrator runs an export, the program does not archive a pre-authorization request unless a report based on that request is fully approved. For this reason, you can list only archived expense reports—not pre-authorization requests. Once you open an archived report, however, you can review the request on which it is based.
To review archived expenses
Do one of the following to access the View Previous Expense Report screen.
From the upper-left corner of any application screen, click Expense > Expense Report > View Previous.
From any expense report screen, click the View Previous Expense Report tab.
Follow the sub-steps below to enter criteria for the archived expense reports that you want to retrieve. Or, leave all criteria blank to retrieve all of your archived expense reports.
Select an expense form from the dropdown list.
Enter a report number or a range of report numbers.
To retrieve expense reports that you created on a specific date or within a range of dates, make entries in the date From and Thru fields. You can enter dates manually. You can also click 
to the right of either date field to select a date from a calendar.
Click Retrieve. e-xpense retrieves expense reports according to the criteria that you entered.
Do one of the following, depending on whether you want to review one archived report or multiple reports.
One report: Click Select to the left of the archived report that you want to review. The View Expense Report screen appears with the report that you selected.
Multiple reports: Click the check box to the left of each archived report that you want to review, then click Review Selected. The View Expense Report screen appears with the first listed report among those that you selected.
The order in which the archived reports appear depends on how you sorted the list on the previous screen; by default, it's sorted by report number. At any time, you can select from the Previous Expense Report dropdown list to move among the archived reports that you selected to review.
The View Expense Report screen shows the expense data that you entered in read-only format. Review the data on the main screen, or click the appropriate button to review additional information for a cell or the expense distribution summary for the report.
If the report is based on a pre-authorization request, you can view the archived request by clicking Review Request. The Pre-Authorization Printable View screen appears, showing your data in read-only format. Scroll to view additional data such as itemized cost details and a list of approvers.
Once you have finished reviewing the archived expense report, do one of the following, depending on whether you selected to review one report or multiple reports.
One report: Click the View Previous Expense Report tab and repeat from step 2 to retrieve archived expense reports matching different criteria. Or, click a different tab or menu option to work on a different area of the application.
Multiple reports: Select the next archived expense report that you want to review from the Previous Expense Report dropdown list.