As an admin, you have a dependency on your users to create and submit expense reports to begin the expense reconciliation process. The automatic report submission feature allows us to reduce that dependency by automatically adding complete expenses to expense reports and submitting them on behalf of users.
Follow the instructions in this article to learn how to set up automatic report submission.
First go to your admin settings by selecting the gear icon in the top right corner of your screen.
From the left side panel select Workflows and Automate submission.
Select the Create submission schedule button.
In the pop-up box that opens, select the type of schedule you would like to set up. It can be of a weekly or monthly frequency.
Next, select the dates of the month or the days of the week—based on your schedule type—that you would like the automatic report schedule to run. You can select multiple dates or days or a single date or day.
Note: If you want to set the reminder to run for the last day of the month, select the last day option from the drop-down.
Once done select the Create Schedule button.
Once the schedule is created, it will be added to the table. Select it to update the dates or days.
Delete a previously created schedule
To delete a set schedule select the 3-dots icon on the right side of the list.
Select Delete.
The schedule will be permanently deleted. You can create a new schedule whenever needed.
What happens once the schedule is set?
When automated report submission is scheduled:
All Draft reports will be auto-submitted for approval.
Any complete expenses will be added to an expense report and submitted for approval. Individual expense reports will be generated for each user.
Any expenses in the Incomplete state will not be submitted.
If you have set a receipts mandatory policy to flag expenses without receipts, those expenses will be excluded from auto-submission.
The auto-reminder for unreported expenses will no longer be functional (if configured in auto-reminders).
The automatic report submission will run at midnight Coordinated Universal Time (UTC) on the scheduled date.
Automatic submission reminders to users
Once you create a schedule for report submission a reminder email will automatically be sent asking users to complete the expenses two days before the scheduled date.
For example, if the schedule is set to the 15th of every month a reminder email to users is sent on the 13th of each month.
If you need further assistance with automated report submission, reach out to our support team at support@capitalone-fylehq.com.