In T&E Express, the Finance and Treasury profiles have a simple, visual way to confirm receipt of money when an expense report includes a "Money Refund or Cash Advance Surplus."
Depending on how T&E Express is configured for each company, expense reports can move to Reported status automatically or must be changed manually.
For this functionality, the setting "Block change to Reported status if there are pending refunds" was developed, which must be enabled so that expense reports with refunds are handled correctly before moving to Reported.
For more information on how to activate it, go to the guide General Settings.
Below, we show you how to use this functionality.
Approved Expense Report: When the expense type is "Money Refund or Cash Advance Surplus" and it is in Approved by Finance/Treasury status, upon entering the expense report detail, you'll see an icon on the refund expense's line that, by default, appears in gray, meaning the money has not yet been received.
This icon is also visible to the user who created the expense report.
While the indicator is gray (meaning Finance/Treasury has not yet confirmed the refund), the checkbox to move the expense report to Reported status will not be available on the expense report history screen.
To confirm receipt of the money, Finance/Treasury must click on the icon in the expense report detail.
When clicked, the icon will turn blue, meaning the money has now been received.
If the "Money Received" status is unchecked, the following alert will appear:
"Are you sure you want to change the status? Yes/No."
Upon confirming, the icon will return to gray.
Once the expense report's money refunds have been confirmed as received (blue icon), the checkbox will be shown in the expense report history to move it to Reported status.
Important: Once the expense report is in Reported status, the icon inside the expense report detail can no longer be modified.
For more information on how to move to Reported status, go to the following guide:
Change Expense Report Status to "Reported"
