The Submit Expenses quick action gives employees a self-service way to record and submit expense claims directly from the Access Evo Navigator tab. Expense reports group individual expense items together, each with its own type, date, and amount. Once all items are added, the report is submitted for approval through the existing expense workflow. Receipts can be uploaded digitally, noted as a hard copy, or flagged as not available, depending on the expense type.
This feature is available to UK and Irish clients.
Access the Submit Expenses quick action
1. Log in to Access Evo Navigator.
2. From the Navigator tab, select the Submit Expenses quick action.
3. The Submit Expenses right panel opens on the Expenses tab.
Your expense report
Complete the following fields to create a new expense report. Fields marked with an asterisk (*) are required.
Field | Required? | Description |
Report Description | Yes | A description for the expense report. |
Report Period | Yes | The date range for the report. Select a start and end date from the calendar. The start date must be today or in the past. |
Car Registration | No | Select the registered vehicle to associate with this report. |
Cost Centre | No | The cost centre for the report. |
Approver | Yes | Select the approver for this report. |
Project | No | The project code to assign to this report. |
Second Analysis Code | No | Optional additional analysis code. |
Third Analysis Code | No | Optional additional analysis code. |
Fourth Analysis Code | No | Optional additional analysis code. |
📌Note: The fields available and whether they are required may vary depending on your organisation’s configuration in XD.
Create and submit your expense report
1. Select + New Report. Complete the required fields, then click Create Report.
2. Select + Add Expense. Select an expense type from the searchable list — available types can include Car Travel Mileage, Overnight Hotel, Business Entertainment, and others configured by your organisation.
3. Complete the expense item fields. Fields displayed vary by expense type. For mileage expenses, enter the Date, Start Time, End Time, Distance (Kilometres), From Location, and To Location. For receipted expenses, select Upload to attach a receipt image, Hard Copy if the receipt will be submitted physically, or No Receipt if none is available. Enter a Description, then click Add Expense.
4. Repeat for each additional expense item. Each item is listed under the report header showing the expense type, date, and amount. Select + Add Expense to continue adding items.
5. Review the expense count and total at the bottom of the panel, then click Submit Report. A confirmation message is displayed on successful submission.
📌Note: Select ‘Edit’ on the report header at any time before submission to update report details. Saved reports remain on the Expenses tab until submitted.
View previous reports
1. Select the Previous Reports tab to view all your expense reports.
2. Use the search bar to find a report by description, or filter by status using the tabs: All, Saved, Submitted, Rejected, Approved, Processing, Processed, or Paid.
3. Each report card shows the report name, date range, total amount, status, and number of claims. Click on any saved report to continue editing or add further expense items before submitting or to view more details.
4. Each report can be unsubmitted, edited or deleted.
Menu options required
To enable the Submit Expenses quick action, administrators have two options:
Option 1 — Navigator Configuration screen
From the Navigator Configuration screen, locate Submit Expenses in the Menu Options list and select Enable. To access Navigator Configuration:
1. From the Administrator Dashboard, select Site Manager.
2. Select Open next to Navigator Configuration.
3. Select the Menu Options Configuration tab.
4. Locate Expense Submission and Foreign Currency in the list and select Enable.
Option 2 — Menu profile
Add the following menu options manually to your menu profile.
Menu Option | System |
NAVIGATOR — SUBMIT EXPENSES | Parent Link |
● WS_EXPENSE_MENU.GET_VEHICLES ● WS_EXPENSE_MENU.GET_TYPES ● WS_EXPENSE_MENU.GET_SETTINGS ● WS_EXPENSE_MENU.GET_SETTINGS_CENTRES_COST ● WS_EXPENSE_MENU.GET_SETTINGS_ANALYSIS_CODES_OPTIONS ● WS_EXPENSE_MENU.GET_SETTINGS_ANALYSIS_CODES ● WS_EXPENSE_MENU.DELETE_REPORTS_UNSUBMIT_ID ● WS_EXPENSE_MENU.POST_REPORTS_SUBMIT_ID ● WS_EXPENSE_MENU.POST_REPORTS ● WS_EXPENSE_MENU.PATCH_REPORTS_ID ● WS_EXPENSE_MENU.GET_REPORTS ● WS_EXPENSE_MENU.DELETE_REPORTS_ID ● WS_EXPENSE_MENU.GET_LOCATIONS_FOREIGN ● WS_EXPENSE_MENU.GET_CURRENCIES ● WS_PEOPLE_MENU.GET_APPROVERS_AREA ● WS_NATIVE_MENU.GET_CONFIG_USER ● WS_EXPENSE_MENU.POST_CLAIMS_RECEIPT ● WS_EXPENSE_MENU.POST_CLAIMS_ID ● WS_EXPENSE_MENU.GET_CLAIMS_ID ● WS_EXPENSE_MENU.DELETE_CLAIMS_ID ● WS_EXPENSE_MENU.POST_CLAIMS_ADDITIONAL_ID ● WS_EXPENSE_MENU.PATCH_CLAIMS_ADDITIONAL_ID ● WS_EXPENSE_MENU.GET_CLAIMS_ADDITIONAL_ID ● WS_EXPENSE_MENU.DELETE_CLAIMS_ADDITIONAL_ID ● WS_EXPENSE_MENU.GET_CLAIMS_RECEIPT_ID ● WS_EXPENSE_MENU.DELETE_CLAIMS_RECEIPT_ID | Webservice |
MAIN_MENU.FOREIGN_CURRENCY_NAV | Parent Link |
📌Note: Ensure the user’s security profile includes the Navigator — Submit Expenses menu profile. As the Parent Link, enabling this will enable all other webservices required for this quick action.