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View Approval Workflow for Submitted Financial Transactions (expense reports, invoice payments, requisitions)

View Approval Workflow for Submitted Financial Transactions (expense reports, invoice payments, requisitions)

Owned by Brookebarton
Last updated: Jul 26, 2024
4 min read

Important Notes:

  • The Financial Transaction Approval dashboard is used to identify submitted financial transaction approvers and transaction approval status.

  • If you’re researching approval of Human Resource (HR) follow the steps outlined here.

Step 1: Locate and Launch the Report

  1. Access Boise State Reporting Budget & Finance and locate the Transaction Approval Dashboard.

There are two views in Boise State Reporting: Card and List.

  • Change your view by selecting either List View or Card View in the upper navigation.

  • By default, this report launches with the category filter set to “All Reports”. Use the Filter by Category drop-down to view reports specific to one area of reporting

  • Favorite commonly used reports, by selecting Favorite in card view and the star icon in list view.

  1. After locating the Transaction Approval Dashboard, select Launch on the report card or Launch located on the right side of the report name if you’re in list view.

Step 2: Select Transaction Tab

  1. Select the tab for the transaction type you are looking for and use search parameters outlined below to find data. Tab options include: Expense Reports, Requisitions, Invoices, and Requisitions Awaiting Approval.

Expense Report Approvals - Search Parameters

Search and view the approval history for all submitted Expense Reports.

  1. Enter any of the following search parameters:

    1. Report Number: Leave blank, enter, or search for specific Expense Report Number.

    2. Preparer: Leave blank or search for specific Employee Name(s).

    3. Report Status: Leave blank or search for Expense Reports in a specific status.

    4. Employee: Leave blank or search for specific Employee Name(s).

    5. Funding Source Segment Values: Leave blank, enter, or search for specific values.

  2. Select Apply.

  3. Review results and export if needed.

Requisition Approvals - Search Parameters

Search and view approval history for all submitted Requisitions.

  1. Enter any of the following search parameters:

    1. Requisition Number: Leave blank, enter, or search for specific Requisition Numbe

    2. Preparer: Leave blank or search for specific Employee Name(s).

    3. Requisition Status: Leave blank or search for Requisitions in a specific status.

    4. Requester: Leave blank or search for specific Employee Name(s).

    5. Funding Source Segment Values: Leave blank, enter, or search for specific values.

  2. Select Apply.

  3. Review results and export if needed.

Requisition Awaiting Action - Search Parameters

Search and view the next approver for Pending Requisitions.

  1. Enter any of the following search parameters:

    1. Requisition Number: Leave blank, enter, or search for specific Requisition Number

    2. Preparer: Leave blank or search for specific Employee Name(s).

    3. Requester: Leave blank or search for specific Employee Name(s).

    4. Funding Source Segment Values: Leave blank, enter, or search for specific values.

  2. Select Apply.

  3. Review results and export if needed.

Invoice Payment Approvals - Search Parameters

Search and view the approval history for all submitted Invoice Payments.

  1. Enter any of the following search parameters:

    1. Invoice Number: Leave blank or search for specific Invoice Number

    2. Invoice Created By: Leave blank or search by the name of the Invoice Payment creator.

    3. Requester: Leave blank or search for the name of the Invoice Payment requester Approver: Leave blank or search for Approvers included in the Approval Workflow.

    4. Approver: Leave blank or enter the name of one of the Invoice approvers.

    5. Department: Leave blank or search for specific Department associated with Invoice Payment.

    6. Cost Center: Leave blank or search by Cost Center used to pay for the invoice.

    7. Project: Leave blank or search by Project used to pay for the invoice.

    8. Approval Status: Leave blank or select the Invoice Payment status you’re searching for.

    9. Supplier or Party Name: Leave blank or search for specific Supplier/Vendor.

    10. Invoice Creation Date: Leave blank or include date range of Invoice Payment creation.

  2. Select Apply.

  3. Review results and export if needed.

Step 3: Export Results (if needed)

After running a dashboard report, you may choose to export the output to excel.

  1. Select Settings (gear) icon in the upper right-hand corner.

  2. Select Export to Excel.

  3. Select Export Current Page.

  1. To print results, select Settings (gear) icon and then select Print.

End of Process

Need help with the steps above?

For support with running this report (e.g. you received an error message) submit a Help Desk Self-Service ticket.

Visit Reporting at Boise State for more information about reporting support at the university.

 

 

 

Office of Continuous Improvement
oci@boisestate.edu
1910 University Dr. Boise, ID 83725-1247