Access Levels
A user with accountant-level access can see all travel and expense reports, as well as rewards. A user with employee or manager role can only view their own expenses and the transactions they have approved.
Filtering and Search in Archive
In archive views (Main menu ==> Archive, click relevant tab: Receipts, Per Diems, Mileages or Rewards), transactions can be filtered by different criteria, such as:
User
Accounting object (text search description)
Payment method
Date range
Cost center
State of expense (see down below)
Explanation of the different statuses of events:
Draft = a draft transaction is waiting to be completed
Reviewing = waiting for approval
Unapproved = rejected transaction
Queue = approved transaction waiting to be transferred to accounting
Accounted = transaction sent to accounting
Failed = transfer of the transaction to accounting has failed
Export to Excel
It is possible to create an Excel sheet from the expenses using the "Export to Excel" button. Note that the export of receipt images is limited to 50 receipts, so a longer list should be exported in parts.
Export Accounting Reports in PDF/CSV Format
You can also export accounting reports in PDF format, or for individual accounting batches also in CSV format.
Main menu ==> Accounting Reports.
Here you can narrow down the report by date range and/or user. Then click the "Export Summary PDF" button in the lower right-hand corner to include all transactions in the PDF according to your filtering.
Or to export only a single batch, click PDF or CSV on the row of the relevant batch.
FAQ
Can I edit an expense before it's archived?
Yes. All transactions can be edited until they reach the "Accounted" state (sent to accounting). Once accounted, the expense cannot be modified to ensure accounting records remain consistent.
How do I find an old expense?
Use the filters in the Archive section. You can filter by user, expense type (receipts, per diems, mileages, rewards), or date range.
Can I download archived expense documents?
Yes. You can export to Excel from Archive or download batch PDFs and individual receipt attachments from Main menu ==> Accounting Reports.