Expense Report Details
To view the details of a specific expense report, click on an expense report number from the and you will be directed to the Expense Reports Details screen for that specific expense report. Organization field is added to the details section of the expense report to quickly identify which org the report belongs to. If the report was resubmitted it will show the resubmission date along with comments that are added within the details section for quick reference.
Report Level Details
Information from your expense system comes into AppZen to get audited.
When employees are signing onto your expense system needing to create an Expense Report, they first need to provide information for the Report Header.
AppZen is pulling from the Report Header which is the Report Name, Date, and Business Purpose. In AppZen it is called the Report Name, Report Purpose, and Date.
After the employee has submitted the Report Header Information and requested the expenses they would like to be reimbursed, the client updates the Report Header Information with a Report ID for each report submission.
Every reimbursement the employee is requesting we’re pulling that information as well. If no receipt is attached for each line or header, then AppZen creates an “error” icon.
For each line the customer is providing information, AppZen is pulling from the clients' payment type, business purpose, transaction date, vendor name, and the amount the employee is requesting.
View Report History
Click the icon to view the history of the expense report. There are two ways to view report history. Click the icon next to the report number in the main workbench and in the report details menu.
In the view history section, an auditor can see a history of an expense report within AppZen. A manager can track the history of an expense report to understand the details of the report in the past.
Report No: Report number on the expense report
Current State: The concur workflow statuses
System: Timestamp when the report came into AppZen
Amount: Dollar amount on an expense report
Action: AppZen Status for an expense report
Custom Field Mapping
Within Concur's expense management system, there are custom fields so the employee can give more context when submitting their expense report. Within the report details page in the header section, you can map the custom fields to AppZen so the auditor has a clear understanding of the expense report that their auditing. Any custom fields or org unit fields can be created in AppZen.
Custom fields can help with attributing expense reports to specific departments or cost centers.
Some fields can be used for additional notes as well, this really depends on the company and how they use the fields. Custom fields are retroactively added fields for all previously audited reports before the initial release of this feature.
Below are examples of custom fields that are in Concur.
To add and map custom fields, you have to have functional admin privileges. If you don't have system or partner admin privileges contact support to add/map custom fields on the backend.
How to add and map a custom field in AppZen
Login to your AppZen account.
On the left-hand side click on the Expense Setup & Admin tab then select the custom fields menu option.
- Label the name of the custom field such as "Department". This will appear as the field title
within the report details section of all expense reports in AppZen.
- Once the field is given a label, click the dropdown called, " Select a Custom Field Key". You can select either custom or org unit for the field key. Ensure that you select the correct corresponding field that you have in Concur.
- When the custom field key is selected you can click the preview button to see what the mapped field will look like in the header of the expense report. When your ready to confirm the mapping click the "apply" button.
6. Once the fields and added and mapped you will see the newly created field in the header level of the expense reports.
Custom Fields Limitations
You can add up to 3 custom fields in the header section of the report details page. At this time custom fields do not show up in reports or filters. In a future release, we'll have more functionality around custom fields to help auditor sort and search more effectively on expense reports.
Report Level Risk
The Report Level Risk will be collapsed by default, it will show:
Red - For High Risk
Orange - For Medium Risk
Green - For Low Risk
In order to get more details, you can click on the down arrow located on the right-hand side. You will see the following:
For Daily Meal Limit the model checks for all meals expensed in a day. These meals could be different expense lines in the same report or across multiple reports, which is why the risk is showing in the Report Level Risk section.
For Unauthorized Expenses & Personal Credit Card Check when these models are triggered on receipts that are attached at the Header level but AppZen didn't find a good match to an expense line, AppZen flags it as a Report Level Risk.
For a closer look into the risks listed, click on the "eye icon" to see the following fields:
You can see multiple expense reports listed that have the same risk reason. Simply click on the report ID to go to that particular report for review, analyze, or audit.
Copy and Paste Report ID
You can copy and paste the report ID to reference the report details between AppZen and your Expense Management system.
When you login to your AppZen account, on the left-hand side of the screen click on "Audit" then click "Expense Reports". Click on the copy icon next to the report number. You will see a message that states, "Report Number Copied to Clipboard".
Go to your expense management system and paste the report ID for reference.
Choosing Risk Level to View
To focus your attention on high-risk lines in an expense report you can filter your view by selecting the high risk or medium risk checkboxes.
The high-risk checkbox will be selected by default, however, if you want to see the medium risk line items you can select the "medium risk" checkbox. Clicking on the "show all lines" link will show all risk lines to the auditor.
The attendee list allows auditors to verify the number and names of attendees on a particular expense. For example, receipt itemization verification determines if the user has submitted an itemized receipt for hotel and meal expenses. If there are multiple attendees on the meal receipt, the attendee icon will appear.
This is only in the case of itemized lines – for non-itemized expense lines, the icon will not appear. There are several different models that use the attendee list to detect potential risks. With the availability of additional information in this update, auditors can easily identify potential fraud or compliance violations during an audit.
The updated attendee list includes:
- Title change from “Multiple Attendee List” to “Attendee List”
- Addition of total number of attendee(s) at the top right corner of the window
- Attendee name
- Attendee type
- Attendee job title
- Company name
To see all the lines in a report click on the "Show all lines" link. This will show all High, Medium and Low line items in an expense report.
In the View Report History window, the Current State field shows your expense systems workflow statuses.
When employees attach multiple receipts at the report level (header level) or line level, you can find all of the receipts by clicking on the PDF icon on the top right-hand side of the Expense Report Details page as pictured below.
Line Level Details
This section provides the details of each expense line including any itemizations, justification (also known as business purpose), expense date, merchant, expense type, amount.
Listed below is a list of statuses that an expense report can go through within AppZen.
|1||Pending Audit Status||The report has not completed the audit process|
|2||Audit Completed||The report has completed the audit process|
|3||Submitted & Pending Approval||This is typically used when an employee submits an expense report and it is pending approval. Typically, the next step after report submission is a manager approval step, but this step is to just wait for a person who is next step in the workflow to approve the report.|
|4||Extracted||This deals with when the expense reports are extracted for payment. If a report has been extracted, it has been approved through the entire workflow and is being extracted for payment.|
|5||Payment Confirmed||Payment confirmed would mean that it has completed extracting and the employee has been reimbursed.|
|6||Processing Payment||The report has been approved for payment but has not yet been extracted to the financial systems. The report can still be sent to the previous processor workflow step using "Recall".|
Click on the more info to the right (view icon) to see the details of that expense line.
Here you'll see the receipt information, the rule name, the reason for the high risk and information that AppZen has extracted out from the receipt.
For example, with AppZen AI the merchant price check model has identified that the amount is 150.00 USD with 1 attendee, along with giving you the yelp link of the business for reference.
Within this view, you can also mark the expense line if it's false positive or not. Check out our section on Rejecting Expense Reports for more information. Another new addition is the navigation indicators on the bottom of the screen. Simply click the right or left navigation arrows to scroll through the different rules while looking at the receipt.