Expenses that have the Draft (or Rejected) approval status can be submitted for approval.
This action sends the expenses through the approval workflow. If the expenses qualify for an active approval step, the status will change to Submitted. If no approval process is active, or the user's role does not have an approval process assigned, or the expenses do not qualify for any approval steps within the approval process, the status will change to Approved.
Users can always submit their own Draft or Rejected expenses. Some users may have a role with access levels that enable them to submit expenses that belong to their subordinates, members of a project they manage, or users in their same home region. Administrators can always submit Draft or Rejected expenses that belong to any user.
Expenses can only be submitted from the Expenses page.
- To submit all of the draft or rejected items in a single expense report:
Locate the expense report > click Action (on the expense report line) > Submit > OK.
- To submit all of the draft or rejected items in multiple expense reports:
Use the checkboxes on the left to select multiple expense reports > Action (button along the top of the page) > Submit > OK.
- To submit an individual expense item within a report:
Open an expense report > locate the item you wish to submit > Action (on the expense item line) > Submit > OK.
- To submit multiple expense items within a report:
Open an expense report > use the checkboxes on the left to select multiple expense items > More (button) > Submit > OK.
Once expenses are Submitted, they can no longer be edited by the user. For the user to edit the expenses again, the approver may Reject the expenses, or an Administrator may reset the expenses to draft. If your Nexonia configuration has the "Recall submitted expenses" feature enabled, the user may recall the expenses from the Submitted stage back to the Draft stage.