Workflow Overview: Vista Web Expense Posting

See an overview of all the steps involved in the Vista Web Expense Posting workflow.

Review each step needed to configure, create, submit, and review expenses in Vista Web.

Configure Vista Web for Expense Posting
  1. Configure Expense portal settings, including reimbursement modes, line types, submission, company restrictions, and tax modification settings.
  2. Assign an Expense Admin. This role has permission to move expenses to Vista for processing.
  3. Configure expense credit cards and mileage rates.
Set Up Reviewers in Vista
  1. Set up expense reviewer groups in Vista HQ Reviewer Group. If you are processing expenses through the Accounts Payable module, create Invoice reviewer groups. If you are processing expenses through the Payroll module, create Timesheet reviewer groups.
  2. For each Vista Web reviewer, create a Vista VA User Profile if you haven't already done so.
Assign Expense Approvers in Vista Web
  1. In User Access, assign individual users to an Expense Reviewer Group (based on the HQ Reviewer Groups you set up in Vista).
  2. In Approval Permissions, assign employee groups a Permission Type of Can Approve Expenses For.
  3. Alternatively, you can allow employees to choose their expense reviewers when entering expenses on the Submit Expenses page.
Enter, Edit, and Submit Expenses in Vista Web
  1. Create and edit expense receipts from the Expenses page.
  2. Expense Admins can import credit card transactions, and users can code their credit card purchases to expense receipts.
  3. Submit an expense receipt or expense packet for approval.
Review Expense Submissions in Vista Web
  1. Reviewers approve or reject expense receipts or expense packets from the Expense Approval page.
  2. Expense Admins can choose the approved expenses they want to send to Vista and select Move to Batch.
Process Expenses in Vista
Process expenses in Accounts Payable:
  1. Expense Admins enter the batch month, and the selected approved expense receipts will be moved into an AP Transaction Batch for processing. Expenses are moved to the batch as individual invoices for each submitted expense package.
  2. You must process this batch in Vista in order for the user or credit card vendor to be reimbursed for the expense.
Note: Credit card transactions are always processed through Accounts Payable regardless of what the Expense Posting Mode is set to.
Process expenses in Payroll:
  1. Expense Admins enter the Pay Period, Pay Sequence, and Earn Code, and the selected approved expense receipts will be moved into a PR Timecard Entry Batch for processing.
  2. You must process this batch in Vista in order for the user to be reimbursed for the expense.