Viewing previous expenses

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.

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.

Do one of the following to access the View Previous Expense Report screen shown below.

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.

In previous versions, you could not select to review archived reports from other e-xpense screens. You had to go back to the main menu to select the archived option.

This item...	Is for this purpose...
Select an expense form	You can indicate the expense form for which you want to retrieve archived reports. Unlike in previous versions, the expense form is optional.
Report Number	You can enter a report number or a range of report numbers for retrieving archived reports.
Date When Expense Report Was Created	You can retrieve archived reports that you created on a specific date or within a range of dates, or you can leave these fields blank to retrieve archived reports for all dates. You can enter dates manually or click to the right of either date field to select a date from a calendar.
Retrieve	After you enter any of the optional selection criteria described in 1 through 3, click Retrieve to display archived reports according to your selections. Or leave all criteria fields blank, then click Retrieve to list all of your archived reports.
Review Selected New!	After you click check boxes for archived reports (see 7), click here to open them. The View Expense Report screen appears with the first listed report among those that you selected. From there, you can click Review Request if needed. Prior to this version, you could review only one archived report at a time; you could not create a review list.
Print New!	Click to print data for archived reports. View Previous Expense Report is one of many screens that now let you print data.
Check boxes	Click the check box to the left of each archived report that you want to review, then click Review Selected (see 5). Note that you can click the check box above the list to select all archived reports on the screen.
Select	To review one archived report, click Select to the left of it. The report opens on the View Expense Report screen. From there, you can click Review Request if needed.
Expense report data Sort button	For each of your archived reports, you can see the report number, report description, created date, total amount, and expense form that it was based on. By default, the archived report list is sorted in ascending order by report number. You can sort by any column heading, in either order: Click a heading to sort in ascending order. You will see an ascending arrow appear to the right of it. Click a heading again to sort in descending order. You will see a descending arrow appear to the right of it.