Comment on Expenses

  • Updated

The Comments tab within the Expenses module, is a dedicated space for internal communication and documentation. It allows users to track the history of a claim, ask clarifying questions, and maintain a permanent audit trail.

 

Why Use Expense Comments?

  • Electronic Documentation: Store all events, explanations, or clarifications related to an expense in one digital record.
  • Audit Trail: Every comment is automatically saved with a time-stamp and the user's name. Making it ideal for institutional auditing.
  • Proactive Communication: Use comments to resolve issues regarding missing receipts or incorrect coding without resorting to external email threads.

 

Roles and Visibility

  • Permissions: Only users with the Expenses or Expenses Administrator roles can view and post comments on a claim.
  • Lifecycle: Comments can be added and reviewed at any time, including after the expense has reached an "Approved" or "Paid" status.

NOTE:

Like Contract and Order comments, Expense comments are for internal community use. Use them to document why an exception was made. Or to provide further context for an auditor, during year-end reviews.

 

Accessing and Adding Comments

To participate in the conversation on an expense claim:

  1. Locate the Expense: Go to the Expenses module.
  2. Search: Use the Search Name/Number field or Filters to find the specific claim.
  3. Open: Click on the Expense Number.

 

  1. Navigate: Select the Comments tab.
  2. Initiate: Click +Add Comment to open the message pop-up.

 

Mentioning Users (@Mentions)

If you need a specific colleague to see your comment immediately:

  • Mentioned Users Field: Select the desired user(s) from the dropdown list.
  • Email Notification: The system will automatically send an email to that person stating, "You were mentioned in this comment," ensuring they are alerted even if they aren't currently logged into Unimarket.
  • Display: On the Comments tab, the entry will show the user's First and Last Name followed by the comment text.

 

Finalizing the Comment

  1. Type your message into the text box.
  2. Select Send.