As an Approver your primary task within ProSpend will be to review and then Approve or Reject any Claims that are sent to you for Approval by the Claimants within your organisation. 

Review Claim

If you are on your desktop, you can switch the role to My Approvals which will then display the Claim Search report showing any claims that are pending your approval. From here you can click any of the Claim ID's to review the claim and the expenses within it:

Once you're on the claim page, you can view all the header level Claim Details as well as the Expense Level details by clicking the individual Expense Id's (items for Invoices and Purchase Orders). On the left hand side, there are multiple tabs to view the primary documents (receipts, invoices or quotes), claim notes and supporting documents. If there are any linked purchase orders or purchase receipts, you can also view them here.

You can also go into the item or the expense tab to see more details for each item or the expense. You can then scroll to the next or the previous items or expenses using the arrows.

You can also view splits or recipients if there are any by clicking on the "Split Expense" or "Recipients" buttons.

As an approver, you can update the coding details on the desktop. You can either do it from the quick code screen or the item/expense screen.

Quick code screen

Within ProSpend, all changes made to a Claim, or the Expenses within it will be recorded in the Audit History in the top-right, including the Change itself, the timestamp and change occurred, as well as the User Profile that was logged in to make the change:

As an approver, primary documents cannot be updated but notes and supporting documents can be added.

Dispute an Expense 

For expense claims, if you wish to query an expense, tick the checkbox against "Dispute this expense?" field and then enter a  reason for disputing it. This can be used to call out a particular Expense when Rejecting a Claim to direct a Claimant where to fix errors, or amend an incorrectly coded Expense. Please note that this checkbox will need to be unticked in order to Approve the Claim, and is only visible to the Approver.

Reject a Claim

If a Claim needs to be sent back to the Claimant to make updates to the Claim (or the Expenses within it) you can also Reject the Claim, this will functionally return the Claim to the “Not Submitted” Status, notify the Claimant via email that their claim has been Rejected, and any Disputed Expense Lines will be flagged in red as below:

Once the Claimant corrects any errors and resubmits the claim, you can then access the Disputed Expenses and untick the Dispute Expense box which will then allow you to Approve the claim.

Acknowledge a receipt exception

If the claimant has a missing receipt they will ask for your acceptance.  The expense will be identified with a 'red' exception flag.  You will need to acknowledge this.

Approve a claim

If there are no outstanding issues, you can approve the claim. Once a claim is approved it is removed from your claim approval list and it moves on to the next approver of if you're the final approver, it goes to the finance team for review and export to your finance system.