At a glance
Folders are used by users to group relevant expenses and mileages and submit them in a bundle.
This function gives supervisors and accountants a better overview of the bundled expenses.
Like expenses, folders can also be approved, controlled or rejected.
This article guides you through the control and approval process for folders.
What are folders?
Folders are structuring elements that allow users to submit expenses and mileages that are relevant to each other in a bundle. They help to organize the submissions clearly. This also gives supervisors and accountants a better overview of the grouped expenses and travel costs.
Tip
To find out more about submitting folders, read this article.
For supervisors: Approving and rejecting a folder
Navigate to the "Pending approval" or "To-dos" tab under "Approve & Control".
"Pending approval" or "To-dos" tab in the web app
Click on the folder that you would like to process to open the detailed view.
Detailed view of a folder
Click on the respective expense or mileage. Here, you can either approve or reject them by clicking on the green check mark or the red X.
Detailed view of an expense within a folder
After you have processed all expenses and mileages in the respective folder, you will be able to see in the folder in the list view which expenses and mileages have been approved and which have been rejected.
List of expenses and mileages within the folder
Folders can also be approved or rejected as a whole.
Approving or rejecting a folder
Note
If an expense or mileages in a folder are rejected, the entire folder must be rejected and will be sent back to the user for correction.
For accountants: Controlling or rejecting a folder
Navigate to the "Pending controlling" or "To-dos" tab under "Approve & Control".
"Pending controlling" or "To-dos" tab in the web app
Click on the folder that you would like to process to open the detailed view.
Detailed view of a folder
Click on the respective expense or mileage. Here you can edit them and then either confirm or reject the controlling process by clicking on the green check mark or the red X.
Detailed view of an expense within a folder
After you have processed all expenses and mileages in the respective folder, you will be able to see in the folder in the list view which expenses and mileages have been approved and which have been rejected.
List of expenses and mileages within the folder
Folders can also be controlled or rejected as a whole.
Controlling or rejecting a folder
Note
As with approval, the following also applies to the controlling process: If an expense or mileage in a folder are rejected, the entire folder must be rejected and will be sent back to the user for correction.
Important Information
A folder can only be prepared for export once it has been approved as a whole. When the entire folder is approved, all expenses contained therein are also approved.
If an entire folder has been rejected, it is sent back to the employee. The expenses that need to be reviewed are highlighted. We recommend selecting the individual expenses that need to be reviewed and adding a rejection reason before rejecting the entire folder. The status of all other expenses within a folder will not be changed.
Do you still have questions?
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