There are a number of reports available within the expense manger system however these will vary depending on the users access level. An administrator has access to all reports available to a payer with the addition of the claim search, audit trail report, usage report and the ability to export the database.
To access the reporting section, sign into expense manager as a user with “Administrator” access. Then on the left hand side navigation menu select the desired report.
To access the claim search report select the claim search, from the reports menu.
The claim search function is an easy way to search for claims across different status’s, categories, cost centres, date period and even by claim ID. Once your filters have been entered, select the search option and any relevant claims are displayed.
From the results you can see the claim type, the claim ID, the name of the user who created the claim, the total value of the claim along with the users details and the date and time the claim was last updated.
The claim ID is a hyperlink and will take you directly through to the claim to be viewed.
An administrator has access to the export database report, this report allows you to export data directly from expense manager to Microsoft Excel.
Once you select the export database option from the navigation menu under reports, you can then select from a number of tables to be exported. Essentially all information collected would be exported into an Excel sheet with each field from within expense manager arranged by colums.
All changes made within expense manager are audited and logged. To view the changes made within the system, select Audit trail under reports in the navigation menu.
The Audit trail report can be run across a number of criteria including a report period or date range, and by audit type. This allows you to view the report by change in the system ie Only show changes to users or suppliers.
Once the report had been run, the results are displayed on screen. In this example I can see that Jackie Violet made a change to a users last name in the system. I can see what the field was originally, and what it was changed to along with the date and time the change was made.
The expense report can be run across a wide range of criteria and any number of filters can be selected. The report can be run across an expense date range, a claim status, between different categorys or cost centres, claimant, expense type, claim type, activity code, supplier (only applicable to our PO and Invoice modules) if a receipt is attached to an expense claim, by amount, export ID, supplier invoice number (only relevant for AP invoices).
||A user can also have restricted access to the expense report. See 'User Permissions"
Once the filters have been selected, click the submit button at the bottom of the screen.
The transactions that match the search criteria are displayed for the user on screen. From here you can click on the blue headers at the top of the screen to sort the reports. The reports are interactive with hyperlinks to allow you to easily navigate directly through to an expense or claim. You can also scroll to the bottom of the search results and export the transaction data to excel and CSV for further manipulation.
The system administrator has access to a usage report which allows you to view the activity within the system in any given month.
To access the usage report select Usage Report from the navigation menu under reports.
You will be prompted to select the month you are wanting to view the activity for, once your desired month is selected and you select submit the results are displayed on screen.
You are presented with both a summary view which provides you with the total number of invoices processed in a month, along with the number of active users. In addition to this the details are also presented below, showing the date and time each action took place and the details. You have the option to click through on the reference link, which is a hyperlink directly through to the invoice that was processed, or the action which made the user active.
Claim Status Report
The claim status report allows payers to track the status of claims through the system. Payers can run this report across several criteria including the claim created date, claim type, status and user. Again a combination of the criteria can be used.
Once the report has been run the report results are displayed on screen. Fields included in this report include the claim ID (direct link to claim details) claim created date, claim description, claimants cost centre, claimants name, approvers details, claim status, claim type, value of the total claim, PO balance (only for purchase orders), linked PO (only for supplier invoices) along with the date the claim has been exported through to the finance system.
This report can also be exported into CSV and Excel for further manipulation.
The receipts report is used to easily view receipt images. This report can be run by a date range, and can also only show receipts attached to multiple expense transactions.
Once the date range is populated, and the report is run only receipts attached to multiple expenses are listed. This report displays the claim ID (hyperlinked) along with the claim name, expense ID (hyperlinked) claimants details, expense type, and claim status.
Activity Code Report
The activity code report is used to generate a PDF file with receipts matched to a project. The report can be run across a date range, by activity code, claim type, claimant, and claim status.
Once the report criteria is entered and the report is run, all relevant matches are displayed on screen. From here a payer has the option to deselect or exclude and receipts linked to a project that they do not wish to have included on the report. Once the selection has been made, a payer can chose to export the PDF and flag if receipts are to be included in the report.
The PDF file is then exported for manipulation and sharing outside of the expense manager system.
Where enabled a company can run our in built FBT report which analyses FBT data from within expense manager and simplifies the return process. The FBT Report can be run at any point in time across a number of criteria including a date range, status, category, cost centre, expense type (only FBT related expense types are available) and by claimant. A gross up factor and tax rate is defaulted to the report. If a company is eligible to claim a minor benefit exception amount this can also be entered in the report criteria and excluded from the report.
Once the report is run all transaction that match the criteria are displayed on screen with a tax method comparison displayed on the top right. This comparison shows the amount of FBT payable where a company lodges an actual FBT return, 50/50 return and the difference between the two figures.
This report can also be exported into Excel and manipulated further from there.