Authorise advance requests page

The Authorise advance requests page is accessed under Expenses on the side menu. This page requires the following access levels in order to be shown:

Request an Advance -> Manager

Request an Advance -> Expenses team

The link in the side menu is not available when the system is running in self-authorisation mode.

The page shows all advance requests that are:

• At Manager level and assigned to you (or not assigned to anyone) where you have Manager access level, and your site uses Manager level.
• At Expense team level where you have Expense team access level, and your site uses Expenses team level.

Therefore, depending on your access levels, you may see either of the levels or both as in figure.

Level buttons (and totals)

At all times, the totals you see in the Levels buttons are the totals of all advance requests for the advance requests being shown in the grid on the right of the page. If you have created requests against accounts that have different currencies, the totals show the total amounts requested in each currency.

Grid columns and filters

Both levels show the same arrangement of data columns in the grid being shown. Each column has a separate filter associated with it that can be found in the Filters section. Click the icon to apply the filters you have set. Alternatively, when entering a text filter, press the return or enter key to apply the filters. Click the icon to clear the filters. The grid columns (and associated filters) are as follows:

Description / Advance request ID (Advance request) – The advance request description (friendly name) and its’ ID. The filter only shows requests whose description or ID contains the filter text. This is not case sensitive. 

Created by – The user that created the advance request. The filter only shows requests whose created by name or username contains the filter text. This is not case sensitive.

Date created – The date that the request was created. Click on the icon to select a date (or enter the date manually). If you only enter the left-hand date, only requests created since and including that date will be shown. If you only enter the right-hand date, only requests created before and including that date will be shown. If you enter both dates, requests created between and including these dates will be shown.

Date submitted – The date that the request was submitted from draft level. Click on the icon to select a date (or enter the date manually). If you only enter the left-hand date, only requests submitted since and including that date will be shown. If you only enter the right-hand date, only requests submitted before and including that date will be shown. If you enter both dates, requests submitted between and including these dates will be shown.

Approving and denying advance requests

This section does not apply when running in self-authorisation mode. When using manager and/or expense team authorisation, the advance request creator submits a request and, depending on site setup, it either:

• Transitions to Manager level where it must be approved in order to move to the next level - Expense team or Complete (crediting the account) depending on site setup. If using advanced workflow, there may be multiple authorisation steps involved while at Manager level before it moves to the next level.
• Transitions to Expense Team level where it must either be approved to be Completed (crediting the account) or the request must be batched for export and marked as paid in order to be Completed (crediting the account).

Depending on your site setup, it may also be possible for a manager or expense team member to deny an advance request while at either Manager or Expense team level.

Advance request approval and denial is carried out using the Expenses ► Authorise advance requests option on the side menu.

Manager level

At the Authorise advance requests page, click on the Manager level (if available, depending on site setup and your access levels) to see all advance requests that are at Manager level and assigned to you (or not assigned to anybody). Each advance request will have a icon next to it. Clicking the button allows you to view the request where you will find buttons (top-right) to authorise and/or deny the request.

Expense team level

At the Authorise advance requests page, click on the Expense team level (if available, depending on site setup and your access levels) to see all advance requests that are at Expense team level. Each advance request will have a icon next to it if expense team members can approve or deny requests. Clicking the button allows you to view the request where you will find buttons (top-right) to authorise and/or deny the request. If you see a icon instead, the request can be viewed but you cannot approve or deny it. Your site may be configured to complete advance requests when batching for export. Clicking the icon allows you to view the request.