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Clear Expense Authorizations

Use the Clear Expense Authorizations screen to delete unwanted expense authorization information from the database.

The application deletes selected rows from the following tables: EXP_AUTH_TASKS_EMPL, EXP_AUTH_TASKS, EXP_AUTH_REVISION, EXP_AUTH_EXPENSE_CHARGE, EXP_AUTH_EXPENSE, EXP_AUTH_CHARGE_ALLOCATIONS, and EXP_AUTH.

Location

To display the Clear Expense Authorizations screen, complete the following step:

  1. Click Time & Expense > Expense > Expense Utilities > Clear Expense Authorizations.

Contents

Criteria

Field Description
Last Name

Use this filter to enter the last name of the employee whose expense authorization you want to clear. By using the percent (%) sign, you can enter a portion of the last name. Example: If you know the last name ends with "son," enter "%son" in this field.

Authorization ID

Use this filter to enter the expense authorization ID for the expense authorization you want to clear. By using the percent (%) sign, you can enter a portion of the expense authorization ID. Example: If you know the last three digits of the ID are "625," enter "%625" in the field.

Expense Report Type

Click the to select an expense report type. Available selections include all expense report types that have at least one expense authorization.

Sort By

Use this drop-down to choose a sorting option to determine the order in which the expense authorizations should appear in the Results table after you click the Execute.

The available options are Employee Name, Expense Authorization ID, Expense Report Type, and Status. The default is Employee Name.

If you select Employee Name, the employees are listed in alphabetical order in the Results table. If you select Status, the employees are listed in alphabetical order; however, they will be additionally grouped by their status.

The order of the status grouping follows the order of the check boxes in the Criteria group box. If you select Expense Authorization ID, the employees are listed in expense authorization ID order.

Status & Count

The Status check boxes work in conjunction with the Count fields. When you click , the system displays the number of expense authorizations for each check box that is selected. For example, if you selected the Approved check box, the system displays the number of approved expense authorizations found in the selected group(s). As the default, all check boxes are selected. If you leave all the check boxes unselected and then click , the system displays an error message saying that at least one status must be selected.

  • Draft — Select this check box to display employees whose expense authorizations have a status of Draft. The number of draft expense authorizations displays in the Count field. Draft status means the employee has an expense authorization that has not yet been submitted.
  • Submitted — Select this check box to display employees whose expense authorizations have a submitted status. The number of submitted expense authorizations displays in the Count field. Submitted status means the expense authorization has been signed but not approved.
  • Under Review — Select this check box to display employees whose expense authorizations are under review. The number of expense authorizations under review displays in the Count field. Under Review status means some of the supervisors have approved the expense authorization, but not all.
  • Approved — Select this check box to display employees whose expense authorizations have an approved status. The number of approved expense authorizations displays in the Count field. Approved status means all supervisors have approved the expense authorization.
  • Rejected — Select this check box to display employees whose expense authorizations have a rejected status. The number of rejected expense authorizations displays in the Count field. Rejected status means one supervisor has rejected the expense authorization.
  • Processed — Select this check box to display employees whose expense authorizations have a processed status. The number of processed expense authorizations displays in the Count field. Processed status means the expense authorization has been successfully exported.
  • Voided — Select this check box to display employees whose expense authorizations have a voided status. The number of voided expense authorizations displays in the Count field. Voided status means an employee or a supervisor has voided an expense authorization.

Clear Expense Authorizations Results

Expense authorizations that match the criteria specified are displayed in the Results table. You may select individual expense authorizations for deletion by selecting the check box to the far left of the individual row. If you want to select all of the expense authorizations in the Results table, select the check box at the top left of the table.

Field Description
Delete Click Delete to remove the selected expense authorization reports from the database. Remember that once you delete the expense authorization report, it is gone forever.

Once the expense report is cleared, any attached expense authorizations are updated to an Approved status and are available for use with a new expense report.

When you clear an expense report from Deltek Expense, any associated correcting expense reports are also removed.