Normally an expense group is seen only by its owner, the approver whose turn it is, the payment approver and the expense manager. Two viewing permissions let people outside the approval process, such as accounting or audit, see expenses in approval, and let department leads see their own department's expenses. This article explains how a user with Expense Module Permission Management gives them.
The permissions and what they show
Permission | Cards | Groups |
View all expenses (including those in approval) | All expenses, Receipts, Department limits (with the department filter) | Every group in the company that was sent at least once: In approval, In revision, Awaiting payment, Paid, Rejected. If branch responsibilities are set, only employees of the branches the user is responsible for. |
View my department's expenses | My department's expenses, Receipts, Department limits (their own department only) | Groups sent at least once by employees of their own department. The department of a group is the one at the moment it was sent. |
Either permission alone opens the Pay and expenses > Expenses screen. For list visibility, Expense Manager Permission behaves like View all expenses.
Before you start
You have Expense Module Permission Management.
The person who gets the department permission is in the right department (their position belongs to a department).
Step by step
In the left menu go to Configuration > Expenses > Responsibilities.
Give the person the View all expenses (including those in approval) or View my department's expenses responsibility. For the steps of adding a responsibility see Responsibility management.
When the person opens Expense Management again, they see the related cards.
Result
The person can open groups, see receipts and documents, the limit warning, the revision changes and History, and download the list with Export to Excel.
The permissions are read only: they do not allow approving, rejecting, sending for revision, confirming payment or editing. In a group opened only with a viewing permission the action bar shows just Close.
Drafts (groups not sent yet) stay with their owner; these permissions do not show them.
Common issues
Symptom: The My department's expenses card is not shown (and, if this is your only permission, neither are the Receipts and Department limits cards).
Cause: Your position does not belong to a department; the department permission opens no cards for a person without a department.
Solution: Check that your position belongs to a department.
Symptom: The My department's expenses card is empty.
Cause: Nobody in your department has sent a group yet.
Solution: Groups appear on the card as they are sent.
Symptom: Some employees' groups are missing on the All expenses card.
Cause: Your branch responsibilities do not cover those employees' branch.
Solution: Check your branch responsibilities (Responsibility management).
Symptom: The group has no Approve or Confirm payment button.
Cause: Viewing permissions do not grant actions.
Solution: To approve you must be responsible in the approval process; to confirm payments you need Approve Expense.