Expense reports

Expense Management has two places to look at the numbers: Reports & Analytics (charts, totals and Excel exports) and the All expenses register in the finance workspace (every document, filterable, with CSV, Excel and PDF export).

Reports & Analytics

1. Open Reports & Analytics

   In the menu on the left, select Human Resources, then Expense, then Reports. You can also select Reports at the top of the Finance Workspace.

   

   1. Prepare report: From and To dates (the year so far by default), Department and Employee. They apply to the charts and to every export below.
   2. The totals: Total Spend YTD, Paid Out YTD, Outstanding Advances, Avg Turnaround, Claims Filed, Requisitions Filed, Pending Approval and Policy Exception Rate.
2. Read the charts

   Scroll down for Spend Trend (claims and requisitions by month), Status Breakdown, Spend by Category, Spend by Department, Payout Method, Advances Ageing, Turnaround Time by Stage, Top Spenders and Policy Exceptions (the policy notes raised, by type).

3. Download a raw export

   Under Raw Data Exports, select a report to download it as an Excel file. Each uses the dates, department and employee you chose at the top. The two advance reports ignore the dates.

   

   1. Expense Register: every claim and requisition filed. The others are Payout Register, Advances Ageing, Unretired Advances, Spend by Category, Spend by Department, Spend by Project, Policy Exceptions and Turnaround Time.
   2. Journal Export: the deferred journals, line by line, for companies that post expenses in another accounting system. See Post expenses to the ledger.

   Every download runs the report fresh.

The All expenses register

1. Open All expenses

   In the Finance Workspace, select the All expenses tab.

   

   1. All expenses.
   2. Select a payment status: Not paid (in approval, with finance or awaiting payout), Paying (part-paid, in flight or settling), Paid or Closed unpaid (rejected or cancelled).
   3. Search by number, title or employee, and narrow by status and kind. Filters adds expense type, department, employee, expense date and claimed amount.
   4. Export downloads exactly what's on screen as Excel workbook, CSV or PDF.

Select any row to open the document with its lines, receipts, approvals, payments and full history.

Other expense lists

• Advances ageing (Finance Workspace): outstanding advances by days past due. See Pay out expenses.
• Team expenses: a line manager's view of their direct reports' spend. See View your team's expenses.
• My expenses: each employee can export their own list. See Track your expenses.
• Company-wide accounting reports (profit or loss, general ledger) only include expenses once they're posted: see Post expenses to the ledger.

What employees and managers see

Reports & Analytics and the register are for finance and HR only. Employees see and export their own documents on My expenses; managers see their team's spend on the Spend tab of Team expenses.