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Depending on the permissions assigned to your security role, you may be able to access the expense items of other workspace members. The following permissions on your security role determine your rights to the time and expense items of others.
  • Administer member time and expenses for members - If your security role has this general permission, you will be able to view, edit, and delete member expense items for which you have permissions within the workspace.
  • Administer time and expenses for projects - If your security role has this permission, you will be able to view, edit, and delete all expense items on the projects that you have access to. Depending on your security role, you will either have access to all projects in the workspace, projects assigned to your practice, or just the projects where you are on the project team.
  • View time and expenses for projects - If your security role has this project permission set to All projects the member has access to, you will be able to view all expense items on the projects that you have access to. Depending on your security role, you will either have access to all projects in the workspace, projects assigned to your practice, or just the projects where you are on the project team.
If your security role does not have any of the permissions above, you will have no access to the expense reports or expense items of other members. The reports and screens within Ruddr will only show your own expense reports and expense items.

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Expense item locking

It is important to note that if an expense item is locked, you cannot edit or delete it. It is possible for an expense item to be locked for one user and unlocked for another user who has greater privileges. But, once an expense item is associated with a published invoice, that expense item will be locked for all members of the workspace. For more information, see the article on expense item locking.

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Impersonate Another Member from the Expense Report Screen

If your security role has the Administer all member time and expenses permission, you can interact with the expense report screen on behalf of any workspace member. At the top-right of the expense report screen, there is a Member selector (Figure 1) that includes all of the workspace members. Figure 1 - Leverage the Member Selector to View/Manage Expense Entries for other Members in your Workspace Simply select another member and then you can use the expense report screen as if you were that member. The actions available to you when impersonating will be the actions that are available to that member. So, when you impersonate a member, an expense item could appear locked (and read-only) even though you might be able to change that time item from another area of Ruddr when not impersonating. Note that if you change another member’s expense item via impersonation, the history of the expense item will show that you made that change.

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Expense Auditing

The expense auditing area (Figure 3) of the expense screen allows you to easily view and manage expense items. To access this area, click the Auditing sub-menu option (Figure 2) from the Expenses section of the Ruddr nav menu. From this screen, you can always access your own expense items and may be able to access the expense items of other workspace members, depending on your security role settings. Figure 2 - Select Auditing to Easily View and Manage Expense Entries In order to access expense items of other members, your security role must have the View all member time and expenses general permission or the View project team time and expenses project permission. In order to edit or delete expense items of other members, your security profile must have the Administer all member time and expenses general permission or the Administer project team time and expenses project permission. Figure 3 - The Expense Auditing Screen If you can view an expense item but can’t edit it, the item in the auditing list will show a lock symbol. An expense item can be locked for several reasons, as described in more detail in the expense item locking article. At the top of the expense auditing tab are filters that allow you to narrow the set of expense items shown. You can filter by expense item date, project, status, member, and member’s practice. For a more detailed discussion, see the expense auditing article. Within the reports area of Ruddr, you can run various reports related to expense items. The three primary expense-related reports are Expense Summary by Project, Expense Summary by Member, and Expense Detail (Figure 4). These reports show summarized and detailed views of all of the expense items that you have access to within the workspace. Figure 4 - Expense Detail Report Clicking on the filter button at the top right of the report screen will open up the Filters drawer (Figure 5). The filters are grouped to present a more organized experience for the member viewing the report. Figure 5 - The Report Filter Drawer Organizes the Available Filters Within the report screen, and based on the expense entry permissions that the member has as part of their security role, expense entries can be edited. For expense expense that are not locked, clicking on the expense entry row will open up the Edit Expense Item drawer, allowing the member to update details related to that expense entry. Expense-related reports can exported in the following formats:
  • Excel
  • CSV
Clicking on the export button found next to the filter button at the top of the screen will present the user with a menu displaying the file format options.