Manage approved expense reports and move them to "Reported" status.
Depending on how T&E Express is configured for each company, expense reports move to "Reported" status automatically or must be changed manually.
Below is how to do it manually.
The Finance or Treasury user is responsible for changing approved expense reports to "Reported" status.
Change status to Reported: Go to Cash Advances and Expense Reports > Expense Reports > Expense Report History, as shown in the following image.
Expense reports are displayed in list format, indicating their current status, as shown below.
Payment status icon: For expense reports that are in Approved status and have reimbursable amounts, an icon reflecting the payment preparation status will be shown at the beginning of the row. This icon has three possible states:
Gray — "Preparing Funds": this is the initial status. It indicates the payment is still being prepared. This status is only visible to the Finance/Accounting team.
Blue — "Pending Withdrawal": indicates the money is ready to be withdrawn; the requester receives a notification with this status.
Green — "Paid": indicates the payment has been made and confirmed.
The use of this icon is optional and informational. It is not a requirement for changing the expense report's status to Reported. Finance or Treasury can make the change regardless of the icon's status.
To move to Reported status, select the expense report(s) in Approved status and check the corresponding box.
At the bottom of the screen, a list of the selected expense reports is displayed along with a button to change the status to Reported, as shown in the following image:
Once marked as Reported, the status can no longer be modified. This change is recorded in the expense report's history, as shown in the following image:
Note: If there is a card expense report that has an associated cash withdrawal and still owes a balance on the cash expense report, it will not move to "Reported" status. When expense reports move to "Reported" status, their associated cash advances also move to that status, as long as they don't have a positive balance.
