Admins can enable users access to a View all claims feature in the history tab. This additional report allows users to search/filter all claims in the expense system based on date, claimant, approver etc. The report is interactive and allows them to drill down into claims to view claim details, including attached receipts. This is useful for internal and external auditing purposes. They can make comments on the claim but no other edits can be made.
To enable this option for a user you need to be an administrator. If you are an expense admin, follow the below steps to give a user access to View all claims report:
In Access Expense, click Settings.
Click Users.
Search to find and then select the user.
Click Actions and select Edit. This opens the user's settings page.
Select the View All Claims check box. This will enable users to see the View all claims option when they next log in under the history tab.
To use the View all claims report, follow the below instructions.
Ensure this is enabled on the profile by an admin. If you are an admin, enable this on your own profile by following the above steps.
In Access Expense, click History.
Select All Claims from the drop-down. This will provide a list of all claims on the expense account.
Click a claim to expand the details, and drill down into information such as the receipts. Users also have the option to view which will take them to the claim itself, or click history to see a breakdown of the claims history based on status.
To filter the list of claims please click the Search option to expand the advanced search pane. The following options allow users to filter the list of claims based on:
Approval Date: Date the claim was approved (by any stage), to and from
Amount: Total claim amount minimum and maximum values
Description: Description entered in the claim
Expense Type: Any claims logged against this expense type
Claim Date: The date the claim was submitted (to and from)
Status: Options include; Pending, Rejected, Unsubmitted, Awaiting Approval, Approved, Exported
Claimant: User submitting claims
Approver: Any claims the approver has approved, at any stage of the process
To export this report, on the right, click Export.