HR Management - Expense - Posting 2025

HR Management - Expense - Posting 2025


HR Management – Employee Portal – Expenses


Posting Expenses to a Batch

When the Expense Admin is ready to move expense items from the portal into Vista follow the following steps:


Go to Employee Tools > Expense Admin > Expense Posting

Use the filters at the top of the page to gather the expense Items you would like to process.  Each time you update filters, select Search to refresh the page.

The PR Group filter offers different options depending on whether your organization processes expenses through Payroll or Accounts Payable:

If your organization processes expenses through Payroll, the PR Group filter allows you to filter and post expenses by payroll group.

If your organization processes expenses through Accounts Payable, the PR Group filter includes your list of payroll companies, and an option called All PR Groups that allows you to view and post expenses to a single batch regardless of payroll company. Select All PR Groups to view and select all expenses that are ready to post.



To process reimbursement or expense items to be paid back to the employee, filter to “Reimbursement”.

NOTE: If you are processing via AP, each user will need to have their vendor column filled in. If this column is red, you can select the edit button to search and link the user’s vendor.


To process expense receipts linked to credit card transactions, filter to Credit Card



Note: All credit card transactions are moved to an AP Transaction batch. One invoice is created for all credit card items selected for the batch. The expense package and the portal setting Use Transaction Date for Invoice Date in Vista are ignored for credit card expense receipts.


 

View expense items in the grid. Drag and drop a column name to sort the grid by that column, such as grouping expense items by receipt ID.

To  view attachments, select the blue paperclip icon  to the far right of a line on the grid:

  • If an attachment was added to an expense item, you can see only this attachment on that item.
  • If an attachment was added to an expense receipt, you can see this attachment on each expense item in the receipt, plus any attachment added directly to that item itself.


To view the line detail and the attachments you can select the paperclip icon on the far right of the line.

If you need to modify an expense item, select Actions > Edit on the expense line.




To move expense receipts to Vista, select the checkbox  for  those  receipts  on  the Expense Posting Dashboard, and then select the Move to Batch button above the grid.

The Move to Batch pop-up window opens.


Note: The checkbox that allows you to select a line is not available for expense receipts that are missing coding.

If you are processing via AP, you will be required to enter the Batch Month, and then select Move to AP Batch. This will move the expense items into an AP Transaction Batch in Vista. You will need to continue the processing of this batch in Vista for the user.

 

After Expense lines have been moved out of the portal they will be under the status “Added to Batch”. The portal will have the batch month and the Batch ID for each expense item.

If an expense line is added to a batch but then it is not processed, you can select the ellipses in the upper right of the page and select Reprocess. This will allow you to select the batch details to create a new AP Transaction batch containing all expense transactions from the selected batch. Generally, this is used if you have accidentally canceled a previous batch prior to finalization.



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