The Download and Post Expenses window consists of a list of transactions with a header and detail pane: the header section contains a list of Expenses where you can highlight any Expense and the corresponding detail lines are displayed in the detail section.

The header section contains a non-editable list of all Expenses that have been downloaded from Access Workspace and not yet been converted to Purchase Ledger transactions.

You can view either Expenses or Credit Card Expenses by clicking the appropriate toolbar button.

Access to this feature is controlled by security profile.

See also: Invite Expense Users to Workspace

Depending on whether the Working Periods feature is enabled and on your Security Profile permissions, it may be possible for you to continue to post financial changes, for month end procedures, even after the posting period has been advanced; in this situation the Period becomes a drop-down and you can select the appropriate period.

The fields displayed are dependent on whether you are viewing Expenses or Credit Card Expenses.

Of particular note, in both views the list displays:

Warning - Only shown where the transaction cannot be converted to a Purchase Invoice. See Validation below for further information.

This section displays all detail lines for the transaction highlighted in the header section. Where multiple header rows are selected then the Detail section is empty.

Batch Transactions - default is off.

This option is only available where a single row is selected in the header section of the screen. Selecting the option opens a dialog showing editable Header Information relating to the selected Expense transaction. Where compulsory information is missing or the entered value is invalid then the field is outlined in red.

This option is only available where a single row is selected in the header section of the screen.

Selecting the option opens a dialog showing editable Detail Information relating to the selected detail line. Where compulsory information is missing or the entered value is invalid then the field is outlined in red.

This option is only available where a single row is selected in the header section of the screen. On selecting the option you are cautioned to confirm that you wish to delete the expense.

This option is only available where a single row is selected in the header section of the screen, and where that transaction has more than one detail line associated with it.

Selecting this option changes the view to show only Expenses in the list (Credit Card Expenses are excluded).

Selecting this option changes the view to show only Credit Card Expenses in the list (non-Credit Card Expenses are excluded).

Selecting this option downloads any submitted expenses for the type matching the current view that have not already been downloaded. Any new Expenses are added into the list.

If no records are selected then you are so advised.

If one or more records are selected then you are cautioned that you wish to process the selected records. If you select Yes then a dialog is opened allowing you to specify transaction date and period. On clicking OK, the selected Expenses are converted to Purchase Ledger Invoices.

Where compulsory information is missing and the Expense claim cannot be converted to a Purchase Ledger Invoice, a warning icon will be displayed at header level. On attempting to toggle the transaction to YES, for processing then a message will be returned to the user explaining why the transaction cannot be processed. Validation errors are as follows: