To view items waiting for your approval click on the Approval tab at the top of the page, as shown in the following screenshot...
You can use the ‘SORT BY’ and ‘STATUS’ drop-down menu options to select the items you wish to see.
By default, you will be directed to the CARD VIEW of every expense item needing your approval, as shown in the following screenshot...
There are three ways to approve an expense in card view...
- Click the APPROVE button on the card for each expense.
- Click the APPROVE ALL button.
- Click on a card to view details and click the APPROVE button on the side menu.
| Note |
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| Items can be approved at the individual item level or from the summary screen by using the APPROVE ALL button. Remember to click the SUBMIT button. |
To see a summary of items submitted for your approval displayed in list format use the SWITCH TO LIST VIEW link at the bottom of the page, as shown in the following screenshot...
Expenses that need your approval are displayed in a list, as shown in the following screenshot...
To approve an item...
- Select the checkbox for each expense claim or to select all expense claims, select the checkbox in the title.
- Click the APPROVE button.
Card View
Approvers can forward expense items to another approver in “Card View” by clicking on the expense card in their approval queue.
Select the Forward button on the right side of the screen.
Choose an approver to forward the item to from the drop-down list.
After an approver has been selected, you will see a message that confirms that the item has been forwarded and it will no longer be available in your approval queue.
| Note |
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| In “Card View” only one expense item can be forwarded at one time, however, in “List View”, multiple items can be forwarded at the same time. |
List View
Approvers can forward expense items to another approver in “List View” by selecting the checkbox next to each item that should be forwarded and then selecting the Forward icon in the upper right corner of the list.
Choose an approver to forward the item(s) to from the drop-down list.
After an approver has been selected, you will see a message that confirms that the item(s) has been forwarded.
Then the item(s) will no longer be available in your approval queue.
If this setting is enabled for your company, you will be able to reverse the approval of a claim you have previously approved, using the website application of Zeno Expense.
Process Details
- From the Approval menu, click in the STATUS drop-down menu, select the Approvaed filter and then select an item that should have the approval reversed, as shown in the following screenshot...
When the expense form is displayed, select the UNDO APPROVAL button on the right side of the screen, as shown in the following screenshot...
This action will be processed immediately, and a message will be displayed to confirm that the approval was reversed, as shown in the following screenshot...
The item status will change to Submitted and the system will add an entry into the Item History, as shown in the following screenshot...
Email Notifications
When approval of an expense item is reversed by the Line Manager or the Finance team, an email will be sent to the assigned Line Manager(s) and the claimant.
- Line Manager(s): The email notification will advise if the approval of an item has been reversed or if the item is unassigned only if there is an additional configuration where if one approver reverses their approval of an item, it will automatically reverse the approval of the other approver.
- Claimant: The email notification will advise if the approval of an item was reversed by Finance or their Line Manager.
If you are an authorised Expense Approver you will also have an Expense Approvals button on the mobile app.
Click the EXPENSE APPROVAL button to see an overview of expenses that have been submitted for your approval.
Expenses can be bulk-approved by selecting the Approve All option from the drop-down list.