To reopen, resubmit, approve, reject or delete any approved expense sheets / waiting for approval expense sheets and to mark historic expense sheets as paid or unpaid, follow the steps given below:
  • Log into Web TimeSheet as the administrator.
  • Select the Administration tab from the top menu bar.
  • Select Historical Expenses from the left pane, under the Shortcuts category.
  • Check off the required expense sheet and click the necessary action buttons at the bottom.
Note:
Only the Web TimeSheet Administrator can change the Paid status of an expense sheet to Paid or Unpaid, from the Historical Expenses. The Paid status indicates that all the expenses incurred within that sheet have been processed and any necessary reimbursements have been paid out to the employee.
The administrator can make the necessary changes to the expense sheet and directly approve it or choose to submit the expense sheet which again goes through the approval process defined in the system.
Reopening, editing and approving the expense sheet will trigger e-mail notifications from Web TimeSheet to the respective users. A 'Expense Modified' e-mail notification is sent, followed by the 'Expense is approved' email notification. If users must not receive duplicate e-mail notifications during the process of editing and re-approving expense sheets, then click here to review the steps on how to disable specific email notification for a user. After editing and approving the expense sheet again, enable these email notifications back in the user profile.
 
 
There are two types of filters available in Historical Expenses page:
  • Basic Filter
  • Advanced Filter
The available options under Basic Filter are,
  • User: This will display all the users available in the Timesheet.
  • Department: This will display all the departments available in the timesheet.
  • Approval Status: This will provide the timesheet status.
  • Submitted Date From: This option is used to filter the expenses based on the date submitted.
  • Submitted Date To: This option is used to filter the expenses based on the date submitted.
  • Paid: This option is used to filter the expenses based on expenses paid and not paid.
The available options under Advanced Filter are:
  • Tracking number: Expenses can be filtered based on the tracking number.
  • Expense Sheet Description: Expense sheets can be filtered by the description of the Expenses.
  • Approvals Waiting On: This will display the user's name who is assigned in the Approval path, it can be supervisor, project leader, external user or individual user.
  • Client: Filter expense sheet based on the client associated to the sheet.
  • Project: Filter expense sheet based on the project associated to the sheet.
  • Bill to Client: If the expense is billable to client or not.
  • Reimburse: If the expenses are reimbursable or not.
To switch between Basic or Advanced filters, click the Basic Filter or Advanced Filter button that displays the top right-hand corner of the filter box.
Note:
Enter or select search criteria in the fields. Under Advanced filter.
Click Apply. The list of timesheets will refresh based on the criteria you specified.
Filter criteria are saved within a single Web TimeSheet session.
Click Reset to restore all filters to their default settings.
For fields that are available in both Basic or Advanced filters, selections made in the Advanced filter are not saved in the Basic filter, and vice versa.