Modify Approved Transactions
Purpose: Use this document as a reference on how to modify or edit an Expense Document that has been fully approved, but not Posted.
Audience: Travel Administrators (this cannot be done by someone who entered the transactions that is being edited, it would have to be done by a T&E admin user with Approval privileges and the role ZZ Expenses Processing).
You must have at least one of these local college managed security roles:
- ZZ Expenses Manager
- ZZ Expenses Processing
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
Do not use this functionality to edit documents in a status of ‘Paid’. As an example, if you have an Expense Report with all items inadvertently marked as non-reimbursable/personal expense, it will automatically change to a status of ‘Paid’ after the final Approval. Editing the Expense Lines here and removing the ‘non reimbursable’ flag, will not generate a payment. In this case, a new Expense Report would need to be created if the Expense Lines were indeed supposed to be reimbursable.
Modifying Approved Transactions
Some reasons to modify: update ChartField values, modify expense lines, modify attachments, modify descriptions, add Cash Advance to an Expense Report, modify accounting date, verify budget check and receipts marked received.
Navigation: Travel and Expenses > Approve Transactions > Modify Approved Transactions
From the Overview tab page, optional to use the Search Pending Transactions drop down menu arrow to refine search criteria:
- Select the Column Name.
- Set the Expression 'in' or 'not in'.
- Select Criteria by selecting the lookup icon.
- The Search Values will populate below. Select the checkbox(es) of desired critiera.
- Select the Show in Results button. The Search Values Criteria will disappear and your results will populate below.
Select use the plus [+] and/or minus [-] icons to further filter search criteria. Select the Refresh List button to refresh the page.
Once you have refined filter results and located your transactions, select the Blue hyperlink under the Description or Transaction ID columns to open the transaction. Refine results further by selecting the Expense Reports, Travel Authorizations, or Cash Advances tab.
- Upon selecting the desired transaction to review, the Approve Expense Report - Expense Summary page displays. Review it.
- To edit the Expense Lines, select the Expense Details link.
Toggle back and forth from the Expense Details and Expense Summary page by selecting the links Expense Details / Summary and Approve.
- The Approve Expense Report - Expense Details page displays. To review or edit expense line, select the side arrow icon to expand each transaction.
- Modify the expense line as needed, for example:
- Modify Description.
- View/Modify/Add Line Attachments.
- Modify Accounting Details.
- Expand the next expense transaction line arrow to view/edit as needed.
- After making changes, select the Summary and Approve link to return to Approve Expense Report - Expense Summary page.
Please note that if you make changes to the ChartField values, you must re-run the Budget Check process.
Utilize the Expand Lines | Collapse Lines | Expand All | Collapse All links to quickly review/edit as needed.
- A message displays, 'Transaction has been modified in expense detail page. Save changes before leave current expense summary page.' Select the OK button.
- Scroll down to the bottom of the page and select the Save button to save changes.
- Once all your ChartField corrections are made, you can re-run the Budget Check, by selecting the blue hyperlink, ‘Budget Options’.
- The Commitment Control Details window opens. Select the Budget Check button to run the process. Select the OK button to close out the window.
- A Budget status of ‘Warning’ or ‘Valid’ is required in order for Expense Reports to be eligible to be Paid out by A/P by being ‘Staged’ by Expense Processing.
- Back on the Approve Expense Report - Expense Summary page, you are also able to mark Receipts Received and Verified from this Modified Approved Transactions page (if not already done by a previous Approver). This is required or the document is not eligible to be Paid out by A/P by being ‘Staged’ through Expense Processing;
- Select the box in front of ‘Receipts Received’.
- Select the box below ‘Receipt Verified’ (if available).
After making changes, be sure to return to the Approve Expense Report - Expense Summary page and select the Save button located in the middle of the page.
- The Approve Expense Report - Expense Report Summary page displays. To update the Accounting Date to the current period, your approver type must have access to Modify the 'Accounting Date' field. If the Accounting Date field is not editable, ERP support can help you. Please submit a Service Ticket for assistance.
- Select the Save button to update the Accounting Date.
Updating the Accounting Date to the current period is required if you will be running the Budget Check process.
Select the Attachments link to open the Expense Report Attachments window. Optional to add, update description, or remove Attachments. Select the OK button to close the window.
For detailed steps on adding attachments, please refer to QRG Attaching Documents to Expense Reports.
After making changes, be sure to return to the Approve Expense Report - Expense Summary page and select the Save button located in the middle of the page.
Video Tutorial
The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.
Video Tutorial Via Panopto
View the external link to Modify Approved Transactions. This link will open in a new tab/window.
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