# MESuite User Guide # ME Expense User Guide # ME Expense User Guide ##### **Overview** The **ME Expense** module enables employees to create, submit, track, and manage expense claims electronically within MESuite. The module provides a streamlined workflow that allows expense claims to be reviewed, approved, and processed efficiently while maintaining a complete audit trail. Users can submit multiple expense items within a single claim, attach supporting documentation, monitor the progress of submitted claims, and respond to approval feedback where required. Approvers can review claims, approve or decline submissions, and assign stand-in authorizers when they are unavailable. These capabilities are reflected throughout the existing workflow described in the current manual. **Purpose of this Guide** This guide explains how to use the ME Expense module to perform everyday expense management tasks within MEsuite. It provides step-by-step instructions for: - Creating expense claims - Uploading supporting documents - Saving and submitting claims for approval - Viewing and updating saved expense claims - Monitoring the approval status of claims - Approving or declining expense claims (for authorised users) - Assigning stand-in authorizers during periods of absence **Prerequisites** Before using the ME Expense module, ensure that: - You have a valid MESuite user account. - Your user account has been granted access to the **ME Expense** module. - The appropriate approval hierarchy has been configured. - You have the necessary supporting documentation available before submitting an expense claim. - You understand your organization’s expense claim policies and approval process. **About the Expense Workflow** The standard expense claim process follows these stages: 1. Create an expense claim. 2. Add one or more expense lines. 3. Attach supporting documentation (where required). 4. Save the claim or submit it for approval. 5. The designated approver reviews the claim. 6. The claim is either approved or declined. 7. If declined, the employee updates the claim and resubmits it. 8. Once approved, the claim is transferred to the financial system for processing **Accessing the ME Expense Module** **Purpose** This section explains how to access the **ME Expense** module after logging in to MESuite. From this module, users can create, manage, submit, and monitor expense claims throughout the approval process. **Before You Begin** Ensure that: - You have successfully logged into MESuite. - Your user account has been granted access to the **ME Expense** module. - You have the appropriate permissions to create or manage expense claims.

The menu options displayed in MESuite may differ depending on your assigned security role and permissions.

##### **Accessing the Module** 1. Log in to **MEsuite** using your assigned username and password. 2. After signing in, locate the **Navigation Menu** on the left-hand side of the application window. 3. Expand the **ME Expense** menu group. 4. Select **ME Expense** to open the module. **Module Overview** The **ME Expense** module serves as the central workspace for all expense-related activities. From this menu, users can: - Create new expense claims. - View and manage existing expense claims. - Monitor the progress and status of submitted claims. - Review pending approvals (for authorised users). - Access the expense dashboard. - Manage stand-in authorizers, where applicable. All expense-related functions are grouped within this menu, making it easy to navigate between different tasks. **Available Menu Options** Depending on your user role and permissions, the **ME Expense** menu may include the following options:

Some menu options are only available to users with approval or administrative permissions.

**Expected Result** After selecting **ME Expense**, the module opens successfully and displays the available expense management options based on your assigned role. ** Best Practice** Before creating a new expense claim: - Ensure you have all required receipts and supporting documents available. - Verify the expense information is accurate. - Confirm the expense relates to the correct project or cost center (where applicable). - Submit expense claims promptly to avoid delays in the approval process. ##### **Creating an Expense Claim** **Purpose** Use this procedure to create and submit a new expense claim within the ME Expense module. Expense claims can contain one or multiple expense lines and may include supporting documentation before being submitted for approval. **Before You Begin** Before creating an expense claim, ensure that: - You have all relevant receipts or supporting documents available. - The expense was incurred in accordance with your organization’s expense policy. - You know the correct expense type, project, or cost allocation (where applicable). - Any foreign currency expenses include the appropriate exchange rate information.

having all required information available before you begin will reduce the likelihood of errors or delays during the approval process.

**Creating a New Expense Claim** 1. From the **ME Expense** menu, select **New Expense**. 2. The **Create Expense Claim** page opens. 3. Complete all mandatory information on the **Details** tab. **Completing the Details Tab** The **Details** tab contains the primary information required to create an expense claim. Fields marked with an **asterisk (\*)** are mandatory. If a required field is left blank, MESuite highlights the field to indicate that additional information is required before the claim can be saved or submitted.

Mandatory fields must be completed before the expense line can be added to the claim.

**Exchange Rate** The **Exchange Rate** field is populated automatically using the organization’s default exchange rate. If the expense was incurred in another currency, update the exchange rate to reflect the applicable foreign currency conversion before completing the claim. **Best Practice:** Always verify the exchange rate when submitting international expenses to ensure reimbursement calculations are accurate. **Additional Information** Some expense types require additional information before they can be submitted. When an expense type requiring supplementary information is selected: - The **Additional** tab becomes available. - Any mandatory fields displayed on this tab must be completed. - If required information is missing, MESuite automatically directs you to the **Additional** tab when you attempt to add the expense line. **Adding an Expense Line** Once all required information has been entered: 1. Select **Add Line**. 2. The expense line is added to the claim. 3. Repeat this process for each additional expense that forms part of the same submission. Multiple expense lines can be included within a single expense claim, allowing related expenses to be submitted together for approval. **Resetting the Capture Form** If incorrect information has been entered before adding the expense line, select **Reset**. The **Reset** button clears the current capture fields, allowing the information to be entered again.

Reset removes any unsaved information currently entered on the form.

**Attaching Supporting Documents** Supporting documents such as receipts, invoices, or proof of payment can be attached to the expense claim. To attach documentation: 1. Select **Attachments**. 2. Browse to the required file. 3. Select the document. 4. Upload the attachment. Supporting documentation should clearly support each expense being claimed. **Best Practice:** Attach supporting documents before submitting the claim for approval to avoid delays during the approval process. **Saving an Expense Claim** If the expense claim is not yet ready for submission: 1. Select **Save**. 2. MESuite stores the claim in **Draft** status. 3. The claim can be reopened later for further editing or to add additional attachments. Saved expense claims remain available from the **Manage Expense** page until they are submitted for approval. **Submitting an Expense Claim** When all expense lines and supporting documents have been added: 1. Review the information entered. 2. Verify that all required fields have been completed. 3. Select **Send for Approval**. MESuite routes the expense claim to the appropriate approver according to the configured approval workflow. **Expected Result** After submitting the claim: - The expense claim is successfully created. - Supporting documents are linked to the claim. - The claim enters the approval workflow. - The designated approver is notified that a new expense claim requires review. If the claim is saved instead of submitted, it remains available for editing from the **Manage Expense** page. **Troubleshooting**

Issue	Possible Cause	Resolution
Mandatory fields are highlighted.	Required information is missing.	Complete all highlighted fields before proceeding.
The Additional tab opens automatically.	The selected expense type requires additional information.	Complete all mandatory fields on the Additional tab
The claim cannot be submitted.	Mandatory information or supporting documentation is incomplete.	Review the claim and ensure all required information has been provided
Exchange rate is incorrect.	The expense is recorded in a foreign currency.	Update the exchange rate before submitting the claim.

##### **Managing Expense Claims** **Purpose** The **Manage Expense** page provides a central location where users can view, monitor, update, and manage their expense claims after they have been created. From this page, users can: - View submitted and saved expense claims. - Monitor the status of each claim. - Edit draft or declined expense claims. - View attached supporting documents. - Access claim information from the Expense Dashboard. ## **Opening the Manage Expense Page** 1. Log in to **MESuite**. 2. Expand the **ME Expense** menu. 3. Select **Manage Expense**. The **Manage Expense** page displays a list of your expense claims together with relevant information, allowing you to quickly identify the status and progress of each submission. **Understanding the Manage Expense Page** Each expense claim displayed in the list includes key information that helps you track its progress. Typical information includes: - Expense claim number - Submission date - Expense type - Claim amount - Current status - Supporting attachments - Available actions Depending on the status of the claim, different actions may be available. **Viewing Supporting Documents** Supporting documents uploaded during the creation of an expense claim remain linked to that claim. To view an attachment: 1. Locate the required expense claim. 2. Select the **Attachments** option for the claim. 3. Open the required document. This allows users to confirm that the correct receipts or supporting documentation have been uploaded.

verify that all uploaded documents are clear and legible before submitting an expense claim for approval.

**Editing an Expense Claim** Expense claims can only be edited while they remain in an editable status, such as **Draft** or **Declined**. Claims that have already been approved or are currently being processed through the approval workflow cannot be modified. **Editing a Saved Expense Claim** To edit an existing expense claim: 1. Open the **Manage Expense** page. 2. Locate the expense claim you wish to update. 3. Select the **More Options** menu (three dots). 4. Select **Edit Expense**. MESuite opens the **Modify Expense Claim** page where the claim can be updated. **Updating an Expense Line** Within the **Modify Expense Claim** page: 1. Select the expense line you wish to update. 2. Modify the required information. 3. Select **Update Line**. The selected expense line is updated with the new information.

Selecting Update Line only updates the individual expense line. The overall expense claim must still be saved before the changes are retained.

** ****Saving the Updated Expense Claim** After updating the required information: 1. Review the amended expense claim. 2. Select **Save** to retain the changes. 3. If the claim is ready for approval, select **Send for Approval**. Once the expense line has been updated, the **Save** button becomes available, allowing the amended claim to be saved or resubmitted. **Monitoring Expense Status** The **Manage Expense** page enables users to monitor the progress of every expense claim throughout its lifecycle. Common statuses include:

Status	Description
Draft	The claim has been saved but not yet submitted
Pending Approval	The claim has been submitted and is awaiting approval
Declined	The approver has rejected the claim. Amendments are required before resubmission
Approved	The claim has successfully completed the approval process.
Complete	The approved claim has been transferred to the financial system for processing.

Available statuses may differ depending on your organization's MESuite configuration.

**Viewing Claims from the Dashboard** Recent expense activity can also be viewed from the **ME Expense Dashboard**. To access the dashboard: **MESuite → ME Expense → Dashboard** The dashboard provides a visual summary of recent expense activity, including expense claims grouped by type and status. Selecting a chart or summary item allows you to navigate directly to the corresponding expense claim. **Expected Result** After completing this procedure, you will be able to: - View all your expense claims. - Monitor the status of submitted claims. - Review supporting documentation. - Edit draft or declined claims. - Save amendments or resubmit claims for approval. - Access expense information directly from the dashboard. **Best Practices** - Review expense claims regularly to monitor their progress. - Update declined claims promptly to avoid delays in reimbursement. - Ensure all supporting documents remain attached after making amendments. - Verify claim details before resubmitting for approval. - Use the dashboard to quickly identify claims that require your attention. **Troubleshooting**

Issue	Possible Cause	Resolution
The Edit Expense option is unavailable.	The claim is no longer editable.	Only Draft or Declined claims can be modified.
Attachments cannot be viewed.	No supporting documents were uploaded, or access is restricted.	Confirm that attachments were uploaded and that you have permission to view them.
Changes are not visible.	The claim was updated but not saved.	Select Save after updating the expense line.
A claim does not appear on the dashboard.	Dashboard filters are applied.	Review the dashboard filters or search for the claim from the Manage Expense page.

##### **Expense Approval Process** **Purpose** The **Expense Approval Process** ensures that all submitted expense claims are reviewed and authorised before being transferred to the financial system for processing. Once an employee submits an expense claim, MESuite automatically routes it to the appropriate approver based on the organization’s configured approval hierarchy. Approvers can review supporting documentation, approve valid claims, or decline claims that require correction. **How the Approval Workflow Works** The expense approval process follows these stages: 1. Employee creates an expense claim. 2. Supporting documentation is attached. 3. Employee submits the claim for approval. 4. MESuite sends a notification to the assigned approver. 5. The approver reviews the expense claim. 6. The claim is either: - **Approved**, or - **Declined** - If declined, the employee updates the claim and resubmits it. - Once approved, the claim is transferred to the financial system for processing. **Receiving an Approval Notification** When an employee selects **Send for Approval**, MESuite automatically sends an email notification to the designated approver. The email informs the approver that an expense claim is awaiting review and includes a hyperlink that opens the relevant expense claim directly within MESuite.

Email notifications are dependent on the organization's email configuration and workflow settings.

**Accessing Pending Approvals** Approvers can review pending expense claims directly from MESuite. **Navigation Path** **MESuite → ME Expense → Authorize** The **Authorize** page displays all expense claims awaiting approval together with previously processed claims, depending on the user's permissions. **Reviewing an Expense Claim** Before approving an expense claim, the approver should verify: - The expense information is complete. - The claimed amount is accurate. - Supporting documentation has been attached. - The expense complies with company policy. - The expense type and allocation are correct. Reviewing claims carefully helps reduce processing delays and improves financial accuracy. **Approving an Expense Claim** To approve an expense claim: 1. Open the **Authorize** page. 2. Locate the expense claim. 3. Select the **More Options** menu (three dots). 4. Select **Action**. 5. Review the claim details. 6. Select **Approve**. Once approved, the expense claim is removed from the list of pending approvals and continues to the next stage of processing. ##### **Declining an Expense Claim** If an expense claim cannot be approved: 1. Select **Decline**. 2. Enter the reason for declining the claim. 3. Confirm the action. Providing a clear decline reason helps the employee understand what changes are required before resubmitting the claim. **Best Practice:** Always provide a meaningful decline reason to minimize unnecessary back-and-forth between employees and approvers. **Employee Notification** When an expense claim is declined: - MESuite sends an email notification to the employee. - The notification includes a link to the declined expense claim. - The employee can open the claim, review the decline reason, make the necessary corrections, and submit the claim again for approval. ## **Re-submitting a Declined Claim** After making the required amendments: 1. Open the declined expense claim. 2. Update the necessary information. 3. Save the changes. 4. Select **Send for Approval**. MESuite sends the updated expense claim back to the designated approver for review. **What Happens After Approval?** Once an expense claim has been approved: - The claim is removed from the approver's pending worklist. - The claim status changes to **Complete**. - MESuite transfers the approved claim to the financial system for further processing. - The employee receives an email confirming that the approval process has been completed.

Depending on your organizations financial processes, reimbursement may occur after the claim has been processed in the financial system.

**Approval Statuses**

Status	Meaning
Pending Approval	The claim is awaiting review by the assigned approver.
Approved	The claim has been approved and will proceed to financial processing.
Declined	The claim requires amendments before it can be resubmitted.
Complete	The approved claim has been transferred to the financial system for processing

**Expected Result** After completing the approval process: - Approved claims proceed to the financial system. - Declined claims are returned to the employee with feedback. - Employees can amend and resubmit declined claims. - Both employees and approvers can monitor the claim's progress throughout the workflow. ## Best Practices - Employees should review all claim information before submission. - Approvers should verify supporting documents before approving claims. - Always provide detailed comments when declining a claim. - Submit corrected claims promptly to prevent reimbursement delays. - Regularly monitor pending approvals to ensure claims are processed within expected timeframes. **Troubleshooting**

Issue	Possible Cause	Resolution
No approval email received	Email notifications may be delayed or disabled.	Check the Authorize page directly in MESuite or contact your system administrator.
The claim remains in Pending Approval.	The approver has not yet actioned the claim.	Follow up with the designated approver if necessary
Unable to approve a claim.	Required permissions are missing.	Confirm that you have been assigned the appropriate approver role.
The employee cannot resubmit a declined claim.	Required corrections have not been completed.	Review the decline reason, update the claim, and submit it again.

##### **Managing Stand-in Authorizers** **Purpose** The **Stand-in Authorizer** feature allows expense approval responsibilities to be temporarily delegated to another authorised user. This ensures that expense claims continue to move through the approval workflow when the primary approver is unavailable. Typical scenarios include: - Annual leave - Business travel - Sick leave - Training - Any period where the designated approver is unable to review expense claims Using a stand-in authorizer helps prevent unnecessary delays in processing employee expense claims. **Before You Begin** Before assigning a stand-in authorizer, ensure that: - You have the necessary permissions to assign a stand-in. - The replacement user has the appropriate authorisation rights. - The selected expense claims require approval by another authorised user.

The availability of this feature depends on your organization's MESuite configuration and user permissions.

**Navigation Path** **MESuite → ME Expense → Manage Stand-ins** **Assigning a Stand-in Authorizer** To assign a stand-in authorizer: 1. Open the **Manage Stand-ins** page. 2. Locate the expense claim or claims that require a temporary approver. 3. Select the checkbox next to each applicable expense claim. 4. Select the **More Options** menu (three dots). 5. Click **Assign Stand-in Authorizer**. **Selecting a Replacement Authorizer** After selecting **Assign Stand-in Authorizer**: 1. A list of available users is displayed. 2. Select the user who will act as the temporary approver. 3. Confirm the selection. MESuite updates the selected expense claims so that they are routed to the chosen stand-in authorizer for review and approval. **What Happens Next?** Once a stand-in authorizer has been assigned: - The selected user becomes responsible for approving the chosen expense claims. - Future actions on those claims are performed by the stand-in authorizer. - The approval workflow continues without interruption. - Employees do not need to resubmit or recreate their expense claims. ## **Expected Result** After completing this procedure: - The selected expense claims are reassigned successfully. - The stand-in authorizer can review and process the claims. - Approval delays caused by approver unavailability are minimized. **Best Practices** - Assign a stand-in authorizer before planned periods of leave whenever possible. - Select a replacement who is familiar with your organization’s expense approval policies. - Notify the stand-in authorizer that they have been assigned approval responsibilities. - Regularly review outstanding approvals to ensure they continue to be processed promptly. - Remove or update stand-in assignments when the primary approver returns. **Troubleshooting**

Issue	Possible Cause	Resolution
The Assign Stand-in Authorizer option is unavailable.	Your user role does not include permission to assign stand-ins.	Contact your MESuite administrator to verify your permissions.
The required user does not appear in the list.	The user is not configured as an authorised approver.	Confirm the user's security role and approval permissions.
Claims are not routed to the stand-in authorizer.	The assignment was not completed successfully.	Verify the assignment and repeat the process if necessary.
The stand-in authorizer cannot approve the claim.	The user lacks the required approval permissions.	Confirm that the user has been granted the appropriate approval role.

# MEVendor User Guide #### **Introduction** **Overview** The **MEVendor** module is a web-based vendor onboarding solution within MEsuite that streamlines the process of creating, managing, approving, and maintaining vendor applications. Instead of relying on paper forms or lengthy email exchanges, organizations can electronically invite prospective vendors to complete a secure online application. The system guides vendors through the submission process, validates mandatory information, collects supporting documentation, and routes completed applications through the appropriate approval workflow before creating the vendor record in the organization’s financial system. **Purpose of this Guide** This guide provides end users with detailed instructions for using the **MEVendor** module to manage the complete vendor onboarding process. It explains how to: - Access the MEVendor module. - Create a new vendor application. - Send an invitation to a prospective vendor. - Understand how vendors complete the online application. - Review submitted vendor applications. - Approve or decline vendor applications. - Transfer approved vendors to the financial system. - Monitor the progress of vendor applications. **Benefits of Using MEVendor** Using the ME Vendor module provides several operational benefits, including: - A fully electronic vendor onboarding process. - Reduced manual administration and paperwork. - Secure collection of vendor information. - Automated validation of mandatory information. - Centralized storage of supporting documentation. - Faster approval workflows. - Improved compliance with procurement policies. - Seamless integration with the organization’s financial system. **Prerequisites** Before using the MEVendor module, ensure that: - You have a valid MEsuite user account. - Access to the **MEVendor** module has been granted. - Your organization’s approval workflow has been configured. - Required vendor categories and company information have been configured within MEsuite. - You understand your organization’s vendor onboarding policies and approval requirements. **Expected Outcome** After working through this guide, you will be able to: - Create and manage vendor applications. - Understand the vendor onboarding workflow. - Review and process completed vendor applications. - Approve or decline vendor submissions. - Successfully transfer approved vendors into the financial system. - Monitor vendor application progress from initiation through to completion. #### **Accessing the MEVendor Module** **Purpose** This section explains how to access the **MEVendor** module and create a new vendor application. It also introduces the main functions available within the module. The MEVendor module is the starting point for the vendor onboarding process and is used to initiate, monitor, and manage vendor applications. **Before You Begin** Before creating a vendor application, ensure that: - You have successfully logged into **MEsuite**. - Your account has been granted access to the **MEVendor** module. - You have the necessary permissions to create vendor applications. - You have the prospective vendor's company information and email address available.

The menu options displayed within MEVendor may differ depending on your assigned security role.

**Navigation Path** **MESuite → MEVendor** **Accessing the Module** To open the MEVendor module: 1. Log in to **MEsuite** using your assigned username and password. 2. Locate the **Navigation Menu** on the left-hand side of the application. 3. Expand the **MEVendor** menu. 4. Select **Vendor Application**. The **Vendor Application** page opens, displaying existing vendor applications and options to create new applications. **Understanding the Vendor Application Page** The **Vendor Application** page serves as the central workspace for managing vendor onboarding activities. From this page, authorised users can: - Create new vendor applications. - View existing applications. - Monitor application progress. - Access completed vendor applications. - Continue processing submitted applications. - Send approved applications to the financial system. #### **Creating a New Vendor Application** To create a new vendor application: 1. Open the **Vendor Application** page. 2. Select the **More Options** menu (blue dot menu). 3. Select **New Vendor Application**. The **Vendor Application** window opens. **Completing the Initial Vendor Information** When creating a new application, complete the required information. **Company** Select the company for which the vendor application is being created. This determines which organization the vendor will be associated with after approval. **Vendor Name** Enter the legal name of the prospective vendor. Ensure that the name exactly matches the vendor's registered business name to prevent duplicate records. **Duplicate Vendor Validation** After **Next** is selected, MEsuite automatically checks: - Whether the vendor already exists in the financial system. - Whether another vendor application is already in progress for the same vendor. This validation helps prevent duplicate vendor records and unnecessary administration.

If an existing vendor or pending application is found, review the information before creating a new application.

**Party Declarations** Some organizations require vendors to declare relationships between their organization and company employees or business partners. Where this feature has been configured: - Related party declarations must be completed. - Required supporting documentation must be uploaded. - Internal approval requirements may apply before the vendor application can proceed. **Best Practice:** Ensure all required declarations are completed accurately to avoid delays during the approval process. **Entering the Vendor Email Address** Once the validation process has been completed: 1. Enter the vendor's email address. 2. Verify that the email address is correct. 3. Continue with the application. MEsuite sends the vendor application invitation to this email address. The user who created the application is automatically copied on future communications, including confirmation emails when the vendor submits the completed application. **\*Tip:** Double-check the email address before sending the invitation. An incorrect email address will prevent the vendor from receiving the application. **Sending the Vendor Invitation** After all, required information has been completed: 1. Review the entered details. 2. Confirm the vendor's email address. 3. Submit the application invitation. **MEsuite generates:** - A unique vendor application. - A secure access code. - An email invitation containing a link to the Vendor Portal. The prospective vendor can then begin completing the online application. **Expected Result** After completing this procedure: - A new vendor application is successfully created. - Duplicate vendor validation has been completed. - Any required related party declarations have been captured. - The vendor invitation email has been sent. - The vendor receives a secure link and access code to complete the application. ## **Best Practices** - Always search for existing vendors before creating a new application. - Use the vendor's registered legal business name. - Verify all email addresses before sending invitations. - Upload all required related party documentation where applicable. - Inform the vendor that they will receive an email containing an access code and application link. **Troubleshooting**

Issue	Possible Cause	Resolution
Unable to create a new application.	Required fields have not been completed.	Complete all mandatory fields before selecting Next.
Vendor already exists.	A matching vendor record was found in the financial system.	Verify the existing record before creating another application
Application already exists.	A vendor application is already in progress.	Locate the existing application and continue processing it if appropriate
Vendor did not receive the invitation email.	The email address is incorrect or the message was filtered.	Verify the email address and resend the invitation if necessary.
Unable to continue after selecting Next.	Validation identified missing information or duplicate records	Review the validation message and resolve the issue before continuing

#### **Completing the Vendor Application (Vendor Portal)** **Purpose** Once a vendor application has been created, MEsuite sends an email invitation to the prospective vendor containing a secure link and a unique access code. This section explains how vendors access the Vendor Portal, complete the online application, upload supporting documentation, and submit the application for internal review. **Before You Begin** Before accessing the Vendor Portal, ensure that: - You have received the vendor invitation email. - The email contains a valid access code. - You have all required company information available. - Required supporting documentation has been prepared in electronic format (PDF, JPG, PNG, or other supported formats).

Each access code is unique to a specific vendor application and should not be shared with other users.

##### **Vendor Application Process** The typical vendor application process consists of the following stages: 1. Receive the vendor invitation email. 2. Open the Vendor Portal. 3. Enter the access code. 4. Complete each section of the application. 5. Upload the required supporting documentation. 6. Review the completed application. 7. Download and sign the application (if required). 8. Upload the signed application. 9. Submit the completed application. # **Receiving the Vendor Invitation** After the internal user creates the vendor application, MEsuite sends an email to the vendor. The email includes: - A secure hyperlink to the Vendor Portal. - A unique application access code. - Instructions for accessing the online application. **Accessing the Vendor Portal** To access the online application: 1. Open the invitation email. 2. Select the **Vendor Application** hyperlink. 3. The Vendor Portal opens in your web browser. 4. Copy the **Access Code** from the email. 5. Paste or enter the code into the **Access Code** field. 6. Select **Continue**. The vendor application opens and is ready for completion. **Required Documentation** Before completing the application, MEsuite displays a list of the documents that must be provided. These may include: - Company registration documents - Tax registration certificates - Banking confirmation letters - VAT registration certificates (where applicable) - B-BBEE certificates (if required) - Other organization-specific documentation

The required documents in the applications are intended for South African vendors. Organizations may configure different document requirements for other regions.

##### **Completing the Vendor Application** The application is completed across several sections. Complete all mandatory fields before moving to the next page. Fields marked with an **asterisk (\*)** are mandatory. If a mandatory field is left blank, MESuite highlights the field in **red** and prevents the application from progressing until the required information has been entered.

Complete each page carefully before selecting NEXT to minimize validation errors.

**Validation Rules** MESuite performs automatic validation while the application is being completed. Examples include: **Telephone Numbers** Telephone numbers must include the appropriate international or regional dialing code. **Example** - ✔ +27 11 555 1234 - ✖ 011 555 1234 ### **Email Addresses** Email addresses must follow a valid email format. **Example** - ✔ vendor@company.co.za - ✖ vendor.company.co.za ##### **Mandatory Fields** Mandatory information must be completed before the next section becomes available. If validation fails, the application cannot continue until the highlighted fields have been corrected. **Local and Foreign Vendors** The application differs slightly depending on whether the vendor is local or international. **Local Vendors** For local vendors: - Do **not** select a payment currency. - The organization’s default local currency is used automatically. **Foreign Vendors** For foreign vendors: - Select the appropriate payment currency. - Ensure all banking information supports international payments.

Selecting an incorrect payment currency may delay vendor creation or payment processing.

**Completing Each Application Section** The Vendor Portal guides applicants through several information pages. These typically include: **Office & Operational Addresses** Provide the vendors: - Registered office address - Physical operating address - Postal address (if applicable) Ensure all address information is complete and accurate. **Operational Details** Capture information relating to the vendor's operations, including the products or services supplied and other business-specific information requested by the organization. **Company Profile** Provide company profile information such as: - Business activities - Company background - Industry information - Other profile details required by the organization **References** Where required, provide business references to support the vendor application. References may include existing customers, clients, or other business partners. **Banking Details** Enter the vendor's banking information exactly as it appears on the official bank confirmation document. Typical information includes: - Bank name - Account holder - Account number - Branch code - Account type - Payment currency (foreign vendors only) **Reviewing the Application** Before submitting: 1. Review all captured information. 2. Verify that mandatory fields have been completed. 3. Confirm that all supporting documentation has been uploaded. MEsuite allows applicants to review the completed application before submission. **Downloading and Signing the Application** Where required: 1. Download the completed application. 2. Print or digitally sign the document. 3. Upload the signed copy back into the Vendor Portal. The signed application becomes part of the supporting documentation. **Uploading Supporting Documentation** Before submission, upload all required supporting documents. Applications cannot be completed until all mandatory documentation has been provided. **Submitting the Vendor Application** After completing all sections: 1. Review the application one final time. 2. Confirm all information is correct. 3. Select **Submit**. MEsuite submits the application for internal review. The internal user who initiated the application receives an email confirming that the vendor has successfully submitted the application. **Expected Result** After completing this procedure: - The vendor application is successfully submitted. - Supporting documentation is attached to the application. - Internal users receive a submission notification. - The application becomes available for internal review and approval. **Troubleshooting**

Issue	Possible Cause	Resolution
Unable to continue to the next page	Mandatory fields are incomplete.	Complete all highlighted fields before selecting Next.
Access code is rejected.	The code was entered incorrectly or is no longer valid.	Copy the code directly from the invitation email or contact the organization for assistance.
Supporting documents cannot be uploaded.	An unsupported file format or size limit has been exceeded.	Upload files in a supported format and ensure they meet your organization’s file size requirements.
Payment currency cannot be selected.	The application is configured as a local vendor.	Leave the payment currency blank for local vendor applications.
Application cannot be submitted.	Required documentation or mandatory information is missing.	Review the application and complete all outstanding requirements before submitting.

**Reviewing Submitted Vendor Applications** **Purpose** Once a vendor has submitted their application, it becomes available for internal review within the **ME Vendor** module. This section explains how authorised users access completed vendor applications, review the submitted information, verify supporting documentation, and prepare the application for approval. The review process helps ensure that vendor information is accurate, complete, and compliant with the organization’s procurement policies before approval.

Only submitted applications are available for review.

**Navigation Path** **MEsuite → MEVendor → Vendor Application** **Opening Completed Vendor Applications** To access submitted applications: 1. Open the **ME Vendor** module. 2. Select **Vendor Application**. The page displays vendor applications that have been submitted and are awaiting internal processing. **Searching for a Vendor Application** If multiple applications are available, use the available search and filter options to locate the required vendor. Typical search criteria include: - Vendor Name - Company - Application Status - Submission Date Applying filters helps reduce the number of displayed records and improves search efficiency. **Opening an Application** To review a submitted application: 1. Locate the required vendor. 2. Select the application from the list. The complete vendor application opens in **Edit** mode for review. Users can examine all information submitted by the vendor before proceeding with approval. **Reviewing Vendor Information** Carefully verify all information captured by the vendor. Typical areas to review include: **Company Information** Confirm that: - The legal company name is correct. - Registration numbers are complete. - Tax information is accurate. - Contact details are valid. ### Address Information Review all addresses provided by the vendor, including: - Registered address - Physical address - Postal address Ensure that the information is complete and consistent. **Banking Information** Verify the vendor's banking details against the uploaded bank confirmation letter. Confirm: - Bank name - Account holder - Account number - Branch code - Account type - Payment currency (where applicable) **Best Practice:** Banking details should always match the supporting documentation provided by the vendor. **Supporting Documentation** Open each uploaded attachment and verify that: - All mandatory documents have been provided. - Documents are legible. - Information matches the captured application. - Certificates are current and valid where applicable. Typical documents include: - Company registration documents - Tax certificates - Banking confirmation letter - VAT registration certificate - B-BBEE certificate - Signed vendor application **Assigning Vendor Classification** Depending on your organization’s configuration, additional information may need to be assigned before approval. This may include: **Vendor Type** Assign the appropriate vendor category. Examples include: - Normal - Media - Coordination - Production **Medium Type** Where configured, assign the appropriate communication or processing medium for the vendor record. The available options are determined by your organization’s MESuite configuration. Examples include: - · Cinema - · Activation - · Digital Media - · Out of Home - · Press - · Radio - · Television **Reviewing Validation Results** Before continuing to approval: 1. Ensure all mandatory information has been completed. 2. Verify that supporting documentation has been uploaded. 3. Confirm there are no outstanding validation warnings. If information is incomplete, the application should not proceed until the identified issues have been resolved. **Troubleshooting**

Issue	Possible Cause	Resolution
The application cannot be found.	The vendor has not yet submitted the application or search filters are too restrictive.	Confirm that the application has been submitted and review the selected search criteria.
Supporting documents are missing.	The vendor did not upload all required documentation.	Return the application to the vendor or request the outstanding documents before continuing.
Banking details do not match the supporting documents.	Incorrect information was entered by the vendor.	Request that the vendor update the banking information before approval.
Vendor Type or Medium Type cannot be selected.	Configuration or permissions may be incomplete.	Contact your MESuite administrator to verify the available options and user permissions.
The application is incomplete.	Mandatory fields or required documents are missing.	Review the application, identify the missing information, and ensure it is completed before approval.

**Approving Vendor Applications** **Purpose** The **Vendor Approval** process ensures that submitted vendor applications have been reviewed, validated, and authorised before they are created in the organization’s financial system. Only users with the appropriate approval permissions can approve or reject vendor applications. The approval process helps maintain accurate vendor records, supports procurement governance, and ensures compliance with internal policies. **Approval Workflow** The standard approval process follows these stages: 1. The vendor submits the completed application. 2. An internal user reviews the application and supporting documents. 3. The application is routed to the designated approver. 4. The approver reviews all submitted information. 5. The application is either: - **Approved**, or - **Rejected** 241. Approved applications are transferred to the financial system. 242. A vendor record is created and becomes available for procurement and finance processes. ## **Before You Begin** Before approving a vendor application, ensure that: - The application has been fully reviewed. - All mandatory fields have been completed. - Supporting documentation has been verified. - Banking details have been confirmed. - You have the necessary approval permissions. -

Only users assigned to the vendor approval workflow can approve or reject applications.

**Navigation Path** **MEsuite → MEVendor → Vendor Application (List of Applications Appear – View Application Status will be in Auth)** **MEsuite → MEVendor → Dashboard (Pending Authorizations Appear on Dashboard)** **Opening an Application for Approval** To approve a vendor application: 1. Open the **Vendor Applications** page. 2. Locate the application awaiting approval. 3. Select the required application. The application opens, allowing you to review the submitted information before making an approval decision. **Reviewing the Application** Before selecting **Approve**, confirm that: - Company details are accurate. - Tax information has been verified. - Banking details match the supporting documentation. - Vendor classification has been assigned. - All mandatory documents are attached. - No outstanding validation issues remain. **Best Practice:** Review the entire application, even if it has already been validated by another user. **Authorizing the Vendor Application** If the application meets all organizational requirements: 1. Select **Authorize**. 2. Confirm the approval if prompted. MESuite updates the application status and prepares it for transfer to the financial system. **Declining a Vendor Application** If the application contains errors or missing information: 1. Select **Decline**. 2. Enter a clear reason for the rejection. 3. Confirm the action. The application is returned for correction in accordance with your organization’s vendor management process. **Sending Authorized Vendors to the Financial System** After authorization, the vendor application must be transferred to the organization’s financial system. To send an authorized vendor: 1. Locate the authorized vendor application. 2. Select **Send to Financial System** 3. Confirm the action. MEsuite transfers the authorized vendor information and creates the vendor record within the financial system. MESuite will send a confirmation email with the created vendor number in the financial system. **Verifying the Transfer** After the transfer has been completed: - Confirm that the vendor has been successfully created in the financial system. - Verify that a vendor number has been assigned. - Check that all transferred information is accurate. - Resolve any transfer errors before the vendor is used for transactions. # METime User Guide ##### **Introduction** **Overview** The **METime** module enables employees to record, submit, and manage timesheets electronically within MESuite. It provides a centralized platform for capturing hours worked, tracking time against projects or activities, and submitting timesheets for approval. Managers and supervisors can review submitted timesheets, approve or reject entries, and monitor resource utilization through reporting tools. The module supports accurate time recording, streamlines the approval process, and provides reliable data for project management, reporting, and payroll or financial integration. **Purpose of this Guide** This guide explains how to use the **METime** module to perform everyday timesheet activities within MEsuite. It provides step-by-step instructions for: - Accessing the METime module. - Capturing and updating timesheets. - Copying timesheets from a previous week. - Understanding validation rules. - Submitting timesheets for approval. - Approving or rejecting submitted timesheets (for authorised users). - Viewing timesheet information. - Generating and exporting reports. **Prerequisites** Before using the METime module, ensure that: - You have a valid MEsuite user account. - Access to the **METime** module has been assigned. - The appropriate project and resource information has been configured. - Your reporting structure and approval hierarchy have been established. - You understand your organization’s timesheet submission requirements. **About the Timesheet Workflow** The standard timesheet process follows these stages: 1. Open the **METime** module. 2. Select the required week. 3. Capture one or more timesheet entries. 4. Save the timesheet. 5. Submit the timesheet for approval (if applicable). 6. The assigned manager or supervisor reviews the entries. 7. Timesheet entries are approved or rejected. 8. If rejected, the employee updates the entries and resubmits them. 9. Approved timesheets become available for reporting and downstream business processes. ##### **Accessing the METime Module** Purpose This section explains how to access the **METime** module and introduces the navigation menu used to capture, review, approve, and report on timesheets **Before You Begin** Ensure that: - You have successfully logged into **MEsuite**. - Your user account has been granted access to the **METime** module. - You have the appropriate permissions to capture or approve timesheets.

The menu options available to you may vary depending on your assigned role and security permissions.

**Navigation Path** **MESuite → METime** **Accessing the Module** 1. Log in to **MEsuite** using your assigned username and password. 2. After signing in, locate the **Navigation Menu** on the left-hand side of the application. 3. Expand the **Timesheets** menu group. 4. Select the required menu option to perform your task. **Understanding the Navigation Menu** The **METime** module provides several menu options that support the complete timesheet lifecycle, from capturing time through to reporting. Each menu option serves a specific purpose.

Menu Option	Description
Dashboard	Displays an overview of timesheet activity and provides quick access to commonly used functions. The dashboard may evolve as new MESuite features are released.
Capture	Opens the Timesheet Capture page where users record and maintain their weekly timesheets.
View	Displays submitted timesheets and allows authorised users to review captured time.
Authorize	Enables managers and supervisors to approve or reject submitted timesheets. This option is only available to users with the required permissions.
Reporting	Opens the reporting module where timesheet information can be filtered, analyzed, and exported.

These menu options provide access to all core functionality within the METime module. **Best Practices** Before capturing timesheets: - Ensure you are working in the correct reporting week. - Confirm that the appropriate resource has been selected. - Capture time regularly rather than waiting until the end of the week. - Review previously submitted entries before making amendments. **Related Topics** - Capturing Timesheets - Copying Timesheets from a Previous Week - Timesheet Validation Rules - Timesheet Approvals - Timesheet Reporting ## **Capturing Timesheets** ## **Purpose** The **Capture** function enables users to record the hours worked against projects, activities, or other configured time categories. Timesheets can be completed for an entire week or updated daily, depending on organizational requirements. Accurate and timely timesheet capture supports project reporting, resource management, payroll, and financial processing. **Navigation Path** **MEsuite → Timesheets → Capture** **Opening the Timesheet Capture Page** To capture a new timesheet: 1. Expand the **Timesheets** menu. 2. Select **Capture**. The Timesheet Capture page opens and displays the current resource and reporting period. **Understanding the Capture Screen** Several fields are automatically populated to simplify the capture process. **Resource** The **Resource** field is automatically populated with the name of the logged-in user. Where delegate access has been configured, you can select another authorised resource from the drop-down list. **From Date** The **From Date** field identifies the week for which time will be captured. By default: - The reporting week begins on **Monday**. - Time can be captured for a full week or updated daily as required. The **From Date** is a mandatory field and must be completed before timesheet entries can be added. **Creating a Timesheet Entry** To add a new timesheet line: 1. Select the **Add (+)** icon. 2. Complete the required fields for the new entry. 3. Use the available drop-down lists to select the appropriate values. 4. Enter the hours worked for each applicable day. If timesheet entries already exist for the selected week, they are displayed automatically when the reporting period is selected. **Adding Descriptions** Each timesheet entry can include additional notes describing the work performed. To add or update a description: 1. Select the **Description** icon. 2. Enter the required information. 3. Click outside the description window or press **Tab** to save the description. Descriptions provide additional context for managers reviewing submitted timesheets. **Saving a Timesheet Entry** After completing all required fields: 1. Review the hours entered. 2. Verify the selected project or activity. 3. Select the **Save** icon. The timesheet line is saved and remains available for further editing until submitted for approval.

Save your work regularly to avoid losing unsaved changes.

**Editing a Timesheet Entry** To update an existing entry: 1. Locate the required timesheet line. 2. Select the **More Options** menu (three dots). 3. Choose **Edit Line**. 4. Make the required changes. 5. Save the updated entry. **Deleting a Timesheet Entry** If an entry is no longer required: 1. Open the **More Options** menu. 2. Select **Delete Line**. 3. Confirm the deletion if prompted.

Deleted timesheet entries cannot be recovered.

**Expected Result** After completing this procedure: - Your timesheet entries are saved successfully. - Existing entries can be edited or deleted as required. - The timesheet remains available for submission or further updates. # **Copying Timesheets from a Previous Week** ## **Purpose** The **Copy from Previous Week** feature enables users to quickly populate the current week's timesheet using entries from the previous reporting period. This feature reduces repetitive data entry by copying existing timesheet lines, including project allocations, activities, descriptions, and previously captured hours. Users can then review and update the copied information before saving or submit **Before You Begin** Before copying timesheet entries, ensure that: - You have selected the correct reporting week. - Timesheets exist for the previous week. - You review all copied entries to ensure they accurately reflect the current week's work.

Copying a previous weeks timesheet should not replace reviewing your actual hours worked. Always verify and update the copied information before submitting it for approval.

**Navigation Path** **MEsuite → Timesheets → Capture** **Copying a Previous Week's Timesheet** To copy entries from the previous reporting week: 1. Open the **Timesheet Capture** page. 2. Navigate to the week you want to complete. 3. Select the **Copy from Previous Week** icon located on the right-hand side of the screen. MESuite automatically copies the previous week's timesheet entries into the current reporting period. **What Is Copied?** When using the **Copy from Previous Week** feature, MESuite copies the following information from the previous reporting week: - Timesheet lines - Project or activity selections - Previously entered descriptions - Hours captured for each day This provides a starting point for the current week's timesheet, allowing you to make only the necessary changes. **Reviewing Copied Entries** After the timesheet has been copied: 1. Review each timesheet line. 2. Update the hours worked where necessary. 3. Amend descriptions to reflect the work completed during the current week. 4. Remove any entries that are no longer applicable. 5. Add any new projects or activities that were not included in the previous week.

Treat the copied timesheet as a draft. Every line should be reviewed before

**Saving the Copied Timesheet** Once all required changes have been made: 1. Review the completed timesheet. 2. Select **Save**. The updated timesheet is stored for the selected reporting week.

if oyu leave the Timesheet Capture page without saving, any copied or amended entries will be lost. Timesheet lines that do not contain hours will not be saved.

**Expected Result** After completing this procedure: - The previous week's timesheet is copied successfully. - All copied entries are available for editing. - The updated timesheet is saved for the current reporting week. ## **Best Practices** - Review every copied entry before saving. - Update descriptions so they accurately reflect the work completed during the current week. - Remove projects or activities that no longer apply. - Add new entries for any work not included in the previous week's timesheet. - Save your work before navigating away from the page. - Confirm that your total daily and weekly hours are correct before submitting the timesheet for approval. **Troubleshooting**

Issue	Possible Cause	Resolution
No entries are copied.	No timesheet exists for the previous reporting week.
Incorrect hours appear.	Hours were copied from the previous week.
Changes disappear after leaving the page.
Some lines are missing after saving.

##### **Timesheet Validation Rules** **Purpose** The **Timesheet Validation** feature helps ensure that all timesheet entries are accurate, complete, and compliant with your organization’s timesheet policies before they are submitted for approval. MESuite automatically validates hours entered on each timesheet. If any validation rules are violated, the system displays an error message and prevents the timesheet from being saved or submitted until the issue has been resolved. These validation checks improve data accuracy and reduce the need for corrections during the approval process. **When Validation Occurs** Validation is performed automatically when you: - Save a timesheet. - Submit a timesheet for approval. - Update existing timesheet entries. If an error is detected, MESuite highlights the issue and prompts you to correct it before proceeding. **Validation Rules** **Maximum Daily Hours** A maximum of **24 hours** can be captured for a single day. This ensures that the total hours recorded for one calendar day do not exceed the maximum possible working time. **Example:**

Entered Hours	Result
8	Accepted
12	Accepted
24	Accepted
25	Validation Error

If the total hours entered exceed 24 hours, the timesheet cannot be saved or submitted until the values have been corrected.

**Negative Hours** Negative values are **not permitted**. Hours entered must always be greater than or equal to zero. Negative values cannot be used to adjust previously captured time. Any corrections should be made by editing the existing timesheet entry. ### **Zero-Hour Entries** A timesheet line cannot contain a total of **zero hours**. If a line is no longer required, it should be deleted rather than saved with zero hours.

Remove unnecessary timesheet lines to keep timesheet clear and easy to review.

**Common Validation Scenarios**

Scenario	Result	Recommended Action
Daily hours exceed 24	Validation Error	Reduce the total hours for the day to 24 or fewer.
Negative hours entered	Validation Error	Replace the negative value with the correct number of hours.
Timesheet line contains zero hours	Validation Error	Enter valid hours or delete the unnecessary line
All validation rules pass	Success	Save or submit the timesheet for approval

**Expected Result** After completing this procedure: - All timesheet entries comply with MESuite validation rules. - Validation errors have been resolved. - The timesheet can be saved successfully. - The timesheet is ready for submission or approval. **Best Practices** - Capture time daily to reduce data entry errors. - Review total hours before saving your timesheet. - Verify that each timesheet line contains valid hours. - Delete unused lines instead of leaving them with zero hours. - Resolve validation errors as soon as they are displayed rather than waiting until the end of the week. **Troubleshooting**

Issue	Possible Cause	Resolution
Unable to save the timesheet.	One or more validation rules have failed.	Review the highlighted entries and correct the invalid values
Daily hours exceed the limit.	More than 24 hours have been entered for a single day.	Reduce the total recorded hours for that day.
Negative values are rejected.	MESuite does not allow negative time entries.	Edit the existing entry and enter the correct number of hours
A line cannot be saved.	The line contains zero hours	Enter valid hours or delete the unnecessary timesheet line

#### **Timesheet Approvals** **Purpose** The **Timesheet Approval** process ensures that all submitted timesheets are reviewed and authorised by the appropriate manager or supervisor before they are used for reporting, project costing, payroll, or financial processing. Once a timesheet has been submitted, MESuite routes it to the designated approver according to the organization’s configured approval hierarchy. Approvers can review individual timesheet entries, approve valid submissions, or reject entries that require correction. **Approval Workflow** The standard approval process follows these stages: 1. The employee captures and saves their timesheet. 2. The timesheet is submitted for approval. 3. MESuite routes the timesheet to the assigned manager or supervisor. 4. The approver reviews the submitted entries. 5. Each entry or the entire timesheet is either: - **Approved**, or - **Rejected** - If rejected, the employee updates the affected entries and resubmits the timesheet. - Approved timesheets become available for reporting and downstream business processes. **Before You Begin** Before approving timesheets, ensure that: - You have been assigned the appropriate **Manager** or **Supervisor** role. - You have permission to access the **Authorize** function. - Employees have submitted their timesheets for review.

Only users with appropriate permissions can approve or reject submitted timesheets.

**Navigation Path** **MEsuite → Timesheets → Authorize** **Opening the Authorize Page** To review submitted timesheets: 1. Expand the **Timesheets** menu. 2. Select **Authorize**. The **Authorize** page displays timesheets awaiting review based on your assigned resources and permissions. **Selecting Resources and Date Range** Before reviewing entries: 1. Select the required **Resource**. 2. Select the applicable **From** and **to** dates. 3. Choose the status you want to review. 4. Select **Load** (if applicable). Approvers can review individual employees or multiple resources, depending on their assigned permissions. **Understanding Timesheet Statuses** The **Status** filter allows approvers to display specific groups of timesheets. Typical statuses include:

Status	Description
Pending Approval	Timesheets awaiting review.
Approved	Timesheets that have already been authorised.
Rejected	Timesheets returned to employees for correction.
All	Displays all available timesheets regardless of status.

The available status values may differ depending on your organizations MESuite configuration.

**Approving Individual Timesheet Entries** After loading the required timesheets: 1. Locate the timesheet entry. 2. Review the recorded hours and description. 3. Open the **Action** menu. 4. Select **Approve**. The selected timesheet entry is immediately approved. **Approving an Entire Timesheet** If all entries are correct: 1. Select the checkbox to highlight all timesheet lines. 2. Open the **Bulk Actions** (hamburger) menu. 3. Select **Approve**. MESuite approves every selected timesheet entry in a single action, reducing the time required to process large submissions. ##### **Rejecting Timesheet Entries** If corrections are required: 1. Select **Reject** from the **Action** menu. 2. Enter the reason for rejection. 3. Select **Decline** to confirm. MESuite records the rejection reason and returns the affected timesheet entry to the employee for correction. **\*Best Practice:** Provide a clear and specific rejection reason so that the employee understands exactly what needs to be corrected. **Employee Notification** When a timesheet entry is rejected: - MESuite sends an email notification to the employee. - The rejection reason is included in the notification. - The employee can amend the rejected entry and submit it again for approval. ## **Updating Rejected Timesheets** Employees can correct rejected entries by: 1. Opening the **Capture** page. 2. Selecting the rejected timesheet. 3. Opening the **More Options** menu. 4. Selecting **Edit Line**. 5. Updating the hours or description. 6. Saving the changes. 7. Resubmitting the timesheet for approval. **Understanding Timesheet Cell Indicators** MESuite uses visual indicators to display the approval status of individual timesheet entries.

Indicator	Meaning
Approved	The timesheet entry has been approved and can no longer be edited.
Rejected	The timesheet entry has been rejected and requires amendment before it can be resubmitted

Once an entry has been approved, it becomes read only and cannot be modified unless your organization follows an exception process.

**Expected Result** After completing this procedure: - Submitted timesheets are reviewed successfully. - Valid entries are approved. - Incorrect entries are rejected with an explanatory comment. - Employees receive feedback where amendments are required. - Approved timesheets become available for reporting and downstream business processes. ## **Troubleshooting**

Issue	Possible Cause	Resolution
No timesheets appear on the Authorize page.	No submissions match the selected resource, date range, or status.	Review the filters and reload the page.
The Authorize option is unavailable.	Your account does not have approval permissions.	Contact your MESuite administrator to verify your security role.
Unable to approve a timesheet.	The timesheet contains validation issues or is no longer awaiting approval.	Review the entry status and correct any outstanding issues before attempting approval again.
The employee cannot edit a rejected entry.	The timesheet has not been returned correctly or remains in an approved state.	Verify the rejection status and ensure the employee has edit access.

**Viewing Timesheets** **Purpose** The **View** function enables users to search for, review, and analyse captured timesheets without editing them. It provides managers, supervisors, and authorised users with visibility into submitted timesheets and supports both detailed and summary reporting. The View page is particularly useful for monitoring employee time, validating captured hours, and reviewing project allocations before generating reports. **Navigation Path** **MEsuite → Timesheets → View** **Search Criteria** Complete the relevant fields to retrieve the required information. Typical filters include: - **Resource** - **From Date** - **To Date** - **Reporting Period** Managers and supervisors with the appropriate permissions can leave the **Resource** field blank to retrieve timesheets for multiple employees. **Generating the View** After selecting the required criteria: 1. Review the search filters. 2. Select **Load** (or the applicable search option). MESuite retrieves all timesheet entries matching the selected criteria. **Viewing Summary and Detailed Information** The **View** page supports two reporting formats. **Summary View** The **Summary View** provides a consolidated overview of captured time, making it easier to review totals across reporting periods or resources. Typical information includes: - Total hours - Resource - Reporting period - Project totals ### **Detailed View** The **Detailed View** displays individual timesheet entries, allowing users to review: - Daily hours worked - Project allocations - Activity descriptions - Individual timesheet lines This view is particularly useful when validating captured time or investigating discrepancies. **Exporting Timesheet Data** Timesheet information can be exported for further analysis. To export the displayed results: 1. Generate the required view. 2. Select **Export to Excel**. MESuite creates an Excel file containing the displayed timesheet information for offline review or reporting. **Expected Result** After completing this procedure: - Relevant timesheets are displayed. - Users can switch between Summary and Detailed views. - Results can be exported for additional analysis. ## **Best Practices** - Use appropriate date ranges to improve report performance. - Apply filters to reduce unnecessary information. - Verify reporting criteria before exporting data. - Use the Summary View for high-level analysis and the Detailed View when reviewing individual entries. ## **Troubleshooting**

Issue	Possible Cause	Resolution
No records are displayed.	The selected filters returned no matching data.	Review the search criteria and try again.
The Resource field is unavailable.	User permissions restrict access	Contact your MESuite administrator if broader access is required.
Export contains no data.	No records were loaded before exporting.	Generate the report first, then export the results

##### **Timesheet Reporting** **Purpose** The **Reporting** module enables authorised users to analyse timesheet information using flexible reporting and filtering tools. Reports can be customized, rearranged, filtered, and exported to support operational reporting, project management, and business analysis. **Navigation Path** **MESuite → Timesheets → Reporting** **Opening the Reporting Module** To access Timesheet Reporting: 1. Expand the **Timesheets** menu. 2. Select **Reporting**. The reporting workspace opens, allowing you to define the required report parameters. **Selecting Report Criteria** Before loading a report, specify the appropriate criteria. Typical filters include: - **Resource** - **From Date** - **To Date** Once all required fields have been completed: 1. Select **Load**. MESuite retrieves the corresponding reporting data. **Understanding the Reporting Workspace** The Timesheet Reporting page uses a **Pivot Table** layout. This enables users to: - Rearrange columns. - Group information. - Filter report data. Analyse captured hours from different perspectives. Columns can be repositioned by dragging and dropping them into a new location within the report.

Use the pivot functionality to create customized report layouts without changing the underlying timesheet data.

**Applying Filters** Most report columns include filtering options. Filters can be applied to: - Resources - Projects - Activities - Dates - Departments - Other configured reporting fields Filtering helps reduce large datasets into meaningful business information. **Exporting Reports** Completed reports can be exported to Microsoft Excel. To export a report: 1. Generate the required report. 2. Review the displayed information. 3. Select **Export to Excel**. The exported file can be used for: - Management reporting - Project analysis - Financial reconciliation - Resource planning - Additional data analysis ## **Expected Result** After completing this procedure: - Timesheet information is displayed in a pivot-style report. - Users can customize the report layout. - Filters can be applied to refine the displayed information. - Reports can be exported to Excel for further analysis. **Best Practices** - Apply filters before loading large reports. - Save exported reports using meaningful filenames. - Review report totals before distributing information. - Use pivot functionality to answer different business questions without generating multiple reports. - Export only the information required for the intended audience. **Troubleshooting**

Issue	Possible Cause	Resolution
No report data is displayed.	The selected criteria returned no results.	Review the reporting period and selected filters.
Unable to rearrange columns.	The report has not finished loading or permissions are limited.	Wait for the report to load completely or verify your access rights.
Exported report is empty.	No records were loaded before exporting.	Generate the report before selecting Export to Excel.
Report performance is slow.	A large amount of data is being retrieved.	Reduce the reporting period or apply additional filters.

Menu Option	Description
Dashboard	Displays an overview of recent expense activity and claim status.
New Expense	Creates a new expense claim.
Manage Expense	View, edit, and monitor existing expense claims.
Authorize	Review and approve or decline submitted expense claims (Approvers only).
Stand-in Authorizer	Assign an alternate approver for selected expense claims.