Features on the List of Match Expenses

An Administrator or a Responsible match role will be able to access expense items of all match officials appointed to the match.

The last row in the table is the Total, which presents the total amount of match expenses. It is shown only if there are more than one match official in the costs.

The 📎 Attachment icon here means an expense item has at least one file linked to it (possible to add/remove them later in the detail view), while the ≡ Notes icon indicates that this expense item has description/notes, and these can be displayed on mouse hover.

Irrespective of the expense item status, the appointment status of a match official may differ from CONFIRMED, e.g., if the official had to cancel a previously confirmed appointment due to illness, or if the match was postponed and the official was replaced by someone else.

In these cases, the Match Official’s name will be marked red. However, his expenses can still be claimed and CONFIRMED in some cases, e.g., if he made the trip to the match, the match was postponed due to weather, and his appointment was cancelled, as he could not officiate on an alternative date. The reason behind the name marked red can be seen by hovering the mouse over the official’s name.

Batch Confirm

The Batch Confirm feature allows authorized users to confirm multiple match Expense Items simultaneously instead of individually confirming each Item. This option is available on the Expenses tab within the match details screen.

The Batch Confirm option streamlines this process by confirming all selected expense items in one bulk action. In fact, this feature replaces the confirmation of the entire Expense Report, which was used in the legacy module, but was redundant - the Expense Report is considered confirmed once all its Items are confirmed (or cancelled) and there are no pending expense items.

To Batch Confirm expense items:

1. Navigate to the Expenses tab within a specific match.

2. Check the boxes next to the officials whose expenses you want to confirm.

   • Only officials whose expense items are in ENTERED status can be selected.

3. Click the Batch Confirm button in the top-right corner of the table.

4. A confirmation dialog will appear asking:
   “Are you sure you want to CONFIRM selected expenses?”
   You can optionally add a comment before proceeding.

5. Click ✔️ Confirm to finalize.

All selected expense records will now be updated to CONFIRMED status.

Batch Confirm can only be used by users with the proper authorization (typically the Responsible Match Role or Admin/Manager). Once expenses are confirmed, they cannot be edited by anyone except the Competition or Referee Managers and Administrators.

Show All

If one or more Expense Items have been set to CANCELLED, a new switch button, named Show all, appears above the list of Expense Items. The Show all switch allows users to view even CANCELLED items. This switch does not occur if there are no CANCELLED expense items or if the user lacks the authorization to see the option.

Note that the expenses for cancelled items are not included in the total calculation.

Print Expense Report

The expense report becomes printable when all items are CONFIRMED (or CANCELLED), and there are no pending (ENTERED) items. The print version will only contain CONFIRMED expense items.