Submit Reports

Once you’ve added expenses and advances, and resolved policy violations, you can submit a report for approval. In this help document, you’ll learn how to do these actions.

Resolve Policy Violations in a Report

If your report or the expenses in the report have violated your organization’s policies, the violations will be highlighted in the report. You can resolve the violations and submit the report.

There are two types of policy violations:

Warning Violations: This type of violation warns you regarding the policy violations you’ve made in your report. You can either resolve the violation or submit the report and leave it to the approver to approve or reject the report.
Blocking Violations: This violation blocks you from submitting the report. You have to resolve the blocking violations to submit the report.

To resolve the violations in a report:

Go to Reports on the left sidebar.
Click the report with policy violations.
Click View to view details of the violation.
Click Update to edit your expense or your report as per your company’s policy and resolve the violations.

Add Expenses to a Report

Once you’ve created a report, you can add expenses to it.

Prerequisite: You can add expenses to the reports in Draft, Recalled, or Rejected statuses.

To add expenses to a report:

Go to Reports on the left sidebar.
Click the report for which you want to add expenses.
If you have any unreported expenses, you can add them to a report by clicking Add Unreported Expenses. Select the relevant expenses and click Add Expenses.
To add a new expense, click + New Expense or click the Add Unreported Expenses dropdown and select New Expense to create a new expense for the report.

Record an Advance in a Report

If approval is not configured for Advances module in your organization, employees can directly record the advances they’ve received inside reports.

Prerequisite: You can apply advances only to the reports in Draft, Recalled, or Rejected status.

To record advances in reports:

Go to Reports on the left sidebar.
Click the report for which you want to record an advance.
Click the Advances & Refunds tab.
Click Record Advance.
Fill in details in the pop-up that appears and click Record Advance.

The advance will be applied to the report, and it will be available in the Advances & Refunds tab.

Apply Advances to a Report

You can apply the advances you’ve received to your reports. Once you apply an advance to a report, the advance amount will be deducted from the reimbursable total and the balance will be reimbursed to you.

Prerequisite: You can apply advances only to the reports in Draft or Rejected statuses.

To apply advances to a report:

Go to Reports on the left sidebar.
Click the report for which you want to apply advance.
Click the Advances & Refunds tab.
Click Apply Advance.
In the pane that appears, select the advances you want to apply to the report.
Click Apply Advances. The selected advances will be applied to the report.

Attach Documents to a Report

You can attach documents your approver might want to view while reviewing a report. Let’s understand this better with the help of a scenario.

Scenario: Brandon has received an approval statement for a business trip from his manager. While claiming reimbursement for the expenses incurred during the trip, it will be convenient for Brandon’s manager to view the approval statement along with the expense report. In this case, Brandon can attach the approval statement along with the expense report, making it easy for his manager to review the report.

To attach documents to a report:

Go to Reports on the left sidebar.
Click the report for which you want to attach documents.
Click the + icon in the Documents section on the right side of the report.
You can upload documents either by dragging and dropping them into the pop up or uploading them from your computer or a cloud account. You can upload a maximum of 5 files of 7MB each.

The file can be of any of the following formats:

JPEG (JPG)
PNG
PDF
DOC (DOCX)
XML

Your approver can view the files in the Documents section on the right side of the report.

Note: Files in PNG and JPEG formats will not be shown in the PDF of the report.

Submit a Report

After you’ve added expenses and advances, and resolved policy violations, you can submit a report for approval. Here’s how:

Go to Reports on the left sidebar.
Click the report that you want to submit.
Click Submit in the top right corner.
If the report has blocking violations, you will not be able to submit it. Click Update, resolve the violations, and submit the report again.
In the pop-up that appears, select your approver.
Enter the email address to whom you want to carbon copy the report.
Click Submit. Your report will be submitted to the approver.

Submit Reports in Bulk

You can submit multiple reports at once for approval. Here’s how:

Go to Reports on the left sidebar.
Select the reports you want to submit for approval.
In the pop-up that appears, select your approver.
Click Submit. All the selected reports will be submitted to the approver.

Recall a Submitted Report

Note: Only the reports in the Awaiting Approval status can be recalled.

If you want to edit a report that has already been submitted, you can recall it and make the changes. To do this:

Go to Reports on the left sidebar.
Click the submitted report you want to recall.
Click Recall in the top right corner.
Click Recall again to confirm your action. The report’s status will be updated to Recalled.
Click the Edit icon in the top corner.
Make the necessary changes and click Save.
You can also edit the expenses and the advances in the report.
After editing the report, click the Re-submit button to submit it for approval again.
In the pop-up that appears, select your approver.
Click Submit and your report will be re-submitted for approval with the updated details.

Note: While recalling a report, an email will be sent to your approver that you’ve recalled the report.