Reports are nothing more than an assortment of expenses. The individual reporting the expenses can generate different types of reports, whether for a period of time (for example: expenses for April 2018) or for a project (expenses at the Barcelona trade fair)
In this article, we'll show you:
Managing expense reports
You can manage expense reports from the Reports tab in the top menu. Although work with reports usually falls upon the supervisor, if the review of a user's reports is not associated with any workflow, this task will fall upon you, as the person who manages the environment.
Status of the reports
You will see that the Reports tab is structured into several sections that reflect the status of the reports.
The approval pending reports (a) are those that have been sent by a user reporting expenses without an assigned workflow, such that they are not yet approved. We tell you how to review and approve reports a little later.
Approved reports (b) are those that (forgive the redundancy) have been approved.
Finally, in All (c) reports you can find all the reports of all the users in the environment, regardless of their approval status, including pending ones.
How to review reports via the website
As an admin, you will only have to review reports if your users do not have assigned workflows, such that they don't have a supervisor. You will receive an email alert each time you receive a report to review in Captio. To do this, you can easily do so from the REPORTS> Pending Review tab. You can access it through the link in the alert email, or directly via Captio.
Important notice: The approval of expense reports can trigger a series of automatic processes at your company, such as posting to an ERP. Keep this fact in mind when modifying the status of approved reports that might already be accounted for, as this may lead to the duplication of accounting entries when the report is approved again.
If you need a report to be returned to the user in Draft status, for him to include an expense or to make a change, you can do so in the following way:
- Go to the Reports tab
- Find the approved or exported report and access it.
- Click on the Back to Draft button
- A confirmation window will appear, where you can choose to continue (if you want to revert this report back to draft status) or cancel this action.
Once the report has been reverted to draft status, it will be available in the tray of the user who created it, for him to make the necessary modifications.
This feature is only available for the admin user, and only in the Approved Reports tab.
Downloading reports
Reports may be downloaded from the different sections. Each one of them displays the different buttons to download the reports. The basic buttons are Download PDF and Download Excel.
Download PDF: this option allows you to generate a PDF file corresponding to one or multiple reports. The look of these export files can be customised via the Configuration tab.
Download Excel: this option allows you to generate a CSV file with the data from the reports selected. This is useful when it is necessary to prepare the information before adding it to an accounting system. You will be sent an email with the file; this email can be configured via the Configuration tab.
The file generated will be in CSV format and can be opened with Microsoft Excel. The data will be separated by ";" and will show a row for each existing receipt in the reports, and columns with the following data on each of them: report code, name, status, workflow, user, cost centre, date, supplier, category, payment method, currency, etc... All this information is what we can use for import into the accounting system.