This appendix contains the following topics:
This appendix provides an overview of expense management reports and allows you to:
View summary tables of all reports.
View details for selected reports.
This table lists the expense management reports, sorted alphanumerically by report ID.
| Report ID and Report Name | Description | Navigation |
|---|---|---|
| R09E116
Expense Report Print |
Use this program to print expense reports directly from the Expense Report Review/Entry program (P09E2011) The report header lists totals, including the unallowable amount. | Click Print Expense Report on the View Expense Report Information form. |
| R09E126
Expense Reports by Employee |
Use this program to print expense reports by employee with detailed information about each expense category and reimbursement amounts. | Periodic Processing (G09E20), Expenses Reports by Employee |
| R09E127
Expense Reports by Manager |
Use this report to print expense reports by manager with detailed information about each expense category and reimbursement amounts. | Periodic Processing (G09E20), Expense Reports by Manager |
| R09E128
Expense Report History |
Use this report to print the routing history of expense reports. | Periodic Processing (G09E20), Expense Report History |
| R09E129
Open Expenses |
Use this report to print all expense reports that have been submitted, but not processed, and the number of days the report has aged. | Periodic Processing (G09E20), Open Expenses |
| R09E130
Expenses by Business Unit |
Use this report to print the expenses charged to each business unit by expense category and employee. You can print a summary or detail version of this report. | Periodic Processing (G09E20), Expense by Business Unit |
| R09E131
Expenses by Supplier |
Use this report to print a list of expenses by vendor for air, hotel, and car rental expenses.
Expenses for all other expense categories are listed by expense category only. |
Periodic Processing (G09E20), Expenses by Supplier |
Some reports include a more detailed description, as well as information about processing options. These reports are listed alphanumerically by report ID in this appendix.
Two versions of this report are available:
Open Expense Reports by Employee.
The system prints only those expense reports that have not been processed for reimbursement.
Processed Expense Reports by Employee.
The system prints only those expense reports that have been successfully processed for reimbursement (status 900 or 950).
As an alternative to printing expense reports individually, you can print a listing of all the expense reports that are open or that were successfully processed for an employee by running the Expense Report by Employee program (R09E126).
The program prints expenses by business unit, job, or work order and provides a summary of expenses by business unit. As part of the summary, the report prints amounts that were reimbursed to the employee and the credit card company, nonreimbursable totals, billable totals, and the unallowable total amount.
After printing the details for each expense report, the report provides a summary of all the expenses by expense category. The summary includes information for each expense category:
Number of occurrences
Reimbursable total
Nonreimbursable total
Reimbursable currency
Unallowable amount total
Two versions of this report are available:
Open Expense Reports by Manager.
The system prints only those expense reports that have not been processed for reimbursement.
Processed Expense Reports by Manager.
The system prints only those expense reports that have been successfully processed for reimbursement (status 900 or 950).
The Expense Reports by Manager program (R09E127) is designed to print only those expense reports that have a user ID or manager ID equal to the user ID of the person running the report. This allows managers to review their own reports, as well as those entered by their employees.
The program prints expense report details by business unit, job, or work order, and provides a summary of expenses by business unit and payment method. The report prints amounts that were reimbursed to the employee and the credit card company, nonreimbursable totals, billable totals, and the unallowable total amount. If an expense was entered in a currency different from the reimbursement currency, and the system cannot locate an exchange rate, it prints Exchange Rate Missing in the Error column.
After printing the details for each expense report, the report provides a summary of all the expenses by expense category. The summary includes information for each expense category:
Number of occurrences
Reimbursable total
Nonreimbursable total
Reimbursable currency
The report also prints reimbursable and nonreimbursable totals by employee and by manager, which allows managers to quickly review individual and total charges. In addition, the report displays the unallowable amount total for each employee. It also displays the total unallowable amount for the expense reports of the employees who report to the selected manager.
If you have specified to generate a log record in the Expense Management Routing Rules program (P09E119), the system creates a record in the Expense Report Routing History Log table (F09E120) for each status specified by expense report type. You can run the Expense Report History program (R09E128) to print the routing history of expense reports.
This report prints:
The status assigned to the report.
The user ID of the person who assigned the status.
The date on which the status changed.
The name of the employee's manager.
The name of the auditor.
The reimbursement total (to the employee).
The credit card reimbursement total.
The report prints information from the Expense Report Header (F20111) and Expense Report Routing History Log (F09E120) tables.
To quickly review the expense reports that have been submitted for processing but have not yet been processed, you can run the Open Expenses report (R09E129). This report prints one line for each expense report that is not in one of these statuses:
100: Pending Review
950: Complete-Zero Amount Reimbursed
999: Reimbursed-Complete
The report prints pertinent information such as the employee, manager, and reimbursement amounts, and provides the number of days the report has aged and its current status. By printing the aging information and status, management can review how long a report has been waiting in a particular status and make the appropriate changes in the approval, audit, and reimbursement process. Because the report provides the amounts that are outstanding for reimbursement, it can also be useful as a tool for reporting the amount of pending expenditures by manager.
The report provides totals by company; however, if amounts are in multiple currencies, the total appears as xxxxxxx.
Processing options enable you to control default processing for programs and reports.
This processing option specifies the number of aging days (days that have passed since the expense report was entered) for expense report selection criteria.
Specify the number of aging days to use to select expense reports to print. Aging days are the number of days that have passed since the expense report was entered. The system prints only those expense reports that have aged at least the number of days specified.
For example, if you enter 60, the system prints only unprocessed expense reports that are 60 or more days old.
These processing options are used to restate amounts in a currency different from the reimbursement currency.
Specify the currency in which you want amounts to print on the report. If you leave this processing option blank, the system prints amounts in the currency specified for the expense.
Specify the date for the system to use to retrieve the exchange rate if you specified a currency code in the preceding processing option. If you leave this processing option blank, the system uses the system date.
To print expenses by business unit, you run the Expenses by Business Unit program (R09E130). The system prints expenses by expense category for each business unit according to the date range that you specify in the processing options.
Using processing options, you can also specify whether to print a summary only or include the details by employee:
If you select summary, the system prints the total reimbursement amount for each expense category by the business unit specified on the expense report.
If you select detail and summary, the system prints each expense category by employee first, and then provides a summary by expense category for the business unit.
The report provides totals by business unit; however, if amounts are in multiple currencies, the total appears as xxxxxxx.
Processing options enable you to control default processing for programs and reports.
These processing options specify the date range to use to select expense reports and whether to print a summary report only or detail and summary.
From Date and Thru Date
Specify the beginning date or the ending date of a date range for the system to use to select expense reports.
Specify whether to print summarized expense report information only. If you leave this processing option blank, the system prints both detail and summary expense report information.
These processing options are used to restate amounts in a currency different from the reimbursement currency.
Specify the currency in which you want amounts to print on the report. If you leave this processing option blank, the system prints amounts in the currency specified for the expense.
Specify the date for the system to use to retrieve the exchange rate if you specified a currency code in the preceding processing option. If you leave this processing option blank, the system uses the system date.
Because most companies have relationships with airlines, car rental agencies, and hotel chains, you might want to report on the number and amount of expenses by supplier (vendor). When you run the Expenses by Supplier report (R09E131), the system prints each airline, car rental agency, and hotel vendor for which expenses have been entered, and provides the number of expenses, the total expense amount, and the average expense amount. This information allows you to quickly assess whether the preferred suppliers are receiving the majority of your business, and provides you with actual expense amounts.
The system prints the same information for all other expense categories used, but does not provide the information by vendor.
You can specify additional selection criteria, but do not use data selection to change the expense category selection criteria. Changes to expense category selection criteria must be made in the driver section of the report, not using data selection.
Processing options enable you to control default processing for programs and reports.
These processing options specify the date range to use to select expense reports.
From Date and Thru Date
Specify the beginning date or the ending date of a date range for the system to use to select expense reports.
These processing options are used to restate amounts in a currency different from the reimbursement currency.
Specify the currency in which you want amounts to print on the report. If you leave this processing option blank, the system prints amounts in the currency specified for the expense.
Specify the date for the system to use to retrieve the exchange rate if you specified a currency code in the preceding processing option. If you leave this processing option blank, the system uses the system date.