Business travel is a common activity for many employees in an organization. Sometimes it’s difficult to remember to collect a receipt for each and every outlay of cash or use of a personal credit card. Many times, a piece of supporting documentation may be misplaced, not provided or insufficient for consideration by the auditors to comply to the organization’s Travel and Expense Policy. However, in some instances, the employee expense is paid after they have provided a suitable and acceptable explanation as to why the supporting documentation is not provided with the Expense Report document.
In the event the employee subsequently finds the proper documentation, receipt, or other supporting document even though their earlier Expense Report has been paid, we now provide a highly request capability to address this.
One of the highest voted items on the PeopleSoft Idea Space for Expenses was to allow attachments to be added to the Expense Report, even after it had been paid. Customers had provided multiple real-world use cases requesting this capability based on experiences with their users.
In PeopleSoft Update Image #44, we added that top enhancement request. We now allow users and approvers to add additional or new attachments to an Expense Report after it has been Approved, Queued for Payment or Paid. Attachments can now be added when the transaction is in an approved, staged, or paid status.
You may select any one of the entries in the list, and you’ll find the attachment capability in the Expense Report detail is now open for additional uploads of attachments where prior to PI-44 it was not available for additional updates.
After the upload, you can see additional attachments are now associated to that Expense Line.
An additional enhancement we added to all the Travel & Expense documents that have an attachment capability is the ability to add multiple attachments in one upload session rather than by a single object at a time.
This time-saving feature will allow the user to select one or more attachments of any type to be added to their Business document. When performing the upload task, a user simply opens the upload window as normal and finds the receipts and attachments folders stored on their local drive. Using the “shift” key, they would hold it and click on the files they wish to attach to the travel document and continue the upload task as they normally would.
When the selection is complete, they should see all the attachments selected on that detail line.
Once the upload is done, the user will see the new count reflected on their Attachments summary.
This capability is also available on the Fluid Travel Authorization.
Please note PeopleTools 8.59 or higher is required for this feature.
With these new Expense features, your users will be provided with an enhanced user experience. In addition, your organization will be able to better support your travel and expense policies.
View Peoplesoft PI41 to 44 Expenses features update