manager review and approval guide

v2.1

Manager Review and Approval Guide Expense Submission 2.4

Published October 2018

Manager Review and Approval Guide: Ricoh Expense Submission 2.0

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Table of Contents

Logging Into Laserfiche and Navigating the Folder Structure .................................................................. 3

Reviewing and Approving an Expense Form ........................................................................................... 6

Opening an Expense Form .................................................................................................................. 6

Navigating Pages ................................................................................................................................. 6

Accessing Attached Receipts ............................................................................................................... 7

Making Your Approval Decision .......................................................................................................... 8

Saving and Committing Your Changes ............................................................................................... 10

Navigating to Previous Submitted Expenses ..................................................................................... 11

Logging Out ....................................................................................................................................... 13


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Logging Into Laserfiche and Navigating the Folder Structure

As a manager, you are responsible to review and approve incoming expense forms and receipts from your employees before they are passed to Accounts Payable for payment. You will receive an email notification when one of your employees has completed an online expense form submission.

There are two methods to access the expense submission; either through the provided link in the email message you receive which will open the expense submission directly, or by logging into Laserfiche and navigating to your personal inbox to view the pending submissions.

The email message you receive will resemble the following:

The email will contain a link that will direct you to the expense submission. Continue to page 6 for further instructions on approving an expense submission if you choose to follow the link.

You can, at any time, access your inbox to see what is waiting for you to review and approve. To access your inbox, you will need to log into Laserfiche via a web browser, following this address:

https://expenseweb.ricohcloudecm.ca/laserfiche/

You will be presented with a login screen:

https://expenseweb.ricohcloudecm.ca/laserfiche/


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Enter your Ricoh network credentials, and click on “Sign In”.

username: ricohcanada\YourWindowsUsername (e.g. ricohcanada\smithj) password: Your Network password

Please note: you do not need to enter “RICOHCANADA\” before your username.


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You will be taken to a folder view that you can navigate to your desired location. By default, you are logged into the root of the folder structure.

To access your inbox, which will contain any pending employee expenses to be reviewed, navigate to:

Expenses \ *Manager Inboxes \ <Your Inbox Name>

Here you’ll see a list of all outstanding expense submissions from your employees. You can open any one of them by double-clicking on the shortcut in the right pane after you have highlighted your inbox folder.


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Reviewing and Approving an Expense Form

Opening an Expense Form From either entering your Manager Inbox, or navigating directly to the employee’s expense folder, you can review the expense submission by double-clicking on the expense form with the employee’s name on it. This will open a new tab in the Laserfiche browser that will display an image of the expense form and the information tagged to the form on the right-hand side (called “Fields”).

Navigating Pages You can review the submitted form by scrolling through the image, and navigating the pages by clicking on the page arrow buttons above the form image.


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Accessing Attached Receipts You can view a list of the receipts submitted with the form by clicking on the “Metadata” section You will find the receipts besides the Links field.

Doing so will display a list of all of the attached receipts. Click on the name of the receipt (the blue text) which will open up the image of the receipt in a new tab. When reviewing receipts, please validate that they are legible and conform to the company’s expense policy.

When you are done reviewing the receipt, you can close the receipt by clicking on your browser’s tab icon (or Window if you opened a separate window) clicking on the “X” on the tab.


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Making Your Approval Decision Now it’s time for you to make a decision to approve the expense submission. To do this, navigate back to the Fields section and locate the field named Manager Approval Status.


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Select your decision from the drop down menu.

Approve: Selecting “Approve” will clear out the shortcut in your Manager Inbox, and send a notification to your employee that their expense submission has been approved.

Do Not Approve: Selecting this option will decline the expense form for payment and remove the shortcut from your Manager Inbox. The employee will receive notification that their expenses have been rejected. It is highly recommended to also enter comments into the “Manager Comments” field just below the “Manager Approval Status”, and these comments will be included in the email sent to the employee describing why their submission was not approved.

Require Additional Info: Select this option if there’s something that needs to be changed on the expense form; whether it is incorrect information that was entered , a receipt has been omitted, or if the quality of a submitted receipt is not legible. It is highly recommended that you enter a comment into the “Manager Comments” field just below the “Manager Approval Status” field to indicate what needs to be added or changed. An email message will be sent to the employee who submitted the form with your message, and a link to access the submitted form to make the appropriate changes. When the employee has made their changes and resubmitted, you will receive email notification of the submission.

As stated under “Do Not Approve” and “Require Additional Info” above, you have the ability to enter comments into the “Manager Comments” field. The text that you enter here will be included in an email message that is sent to the employee after you have made an approval decision and saved the changes.


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Saving and Committing Your Changes After making your approval selection and entering your comments if applicable, you will have to save your changes for the status to take effect. This is done by simply clicking on the save button located in the Laserfiche toolbar.

After saving your selection, the save button will get disabled. You can close the tab of the expense form or select Return to folder to view additional expenses.


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Alternatively, you can browse to your employee’s folders to view all current and previous expense submissions by navigating to:

Expenses \ Saved \ <Branch> \ <Employee> \ Employee Expenses \ <Year>

Navigating to Previous Submitted Expenses


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You can easily navigate to any previous expense submission through the “Saved” subfolder, based on the branch the employee belongs to, whether it was an Employee Expense or VER submission, the year of the expense submission, and finally categorized by the expense report date and title that the employee gave the submission for easy identification.

When you open up one of the previous expense submission folders, you will see the form submitted along with a subfolder that contains all of the attached receipts for that particular submission.


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Logging Out

When you are finished reviewing and approving all pending expense forms, you can log out of Laserfiche by clicking on the person icon on the top right followed by Sign Out.

manager review and approval guide

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