Once you log in to AppZen, you will be taken to the main Workbench screen. The workbench is where you can view all of the expense reports. Apply filtering options to have more control over which expense reports an auditor can view. Apply date ranges if you want to pull up specific expenses in a certain given timeframe.
The Left-Hand Navigation
Within the left-hand navigation pane, a user with the auditor permissions can see the Expense Reports tab with access to the Workbench.
Within the workbench, the auditor can perform a variety of functions for finding and taking action on specific expense reports.
The workbench includes advanced filtering options at the top of the page, which helps the user find the expense reports they need to audit.
When clicking on the filter dropdown, you will see a list of categories that can be selected. Depending on the category selected, users can either type a search criteria item (e.g. report number = DX4567W...) or choose a predetermined filter option (e.g. Risk Score = High). You can add as many different search filters as you would like (click on multiple models to add to the list); the search criteria will run across all expense reports. For example, The Employee Audit Risk Check will flag any and all expenses for a group of individuals that you always want to review their expense reports line by line.
In the top right section of the workbench, the user has the ability to restrict the date range for which expense reports are displayed. Choose your date range, and click on the "Apply Date Range" button. To remove the dates and start over or simply click on the "Reset" button.
Export Feature in the Workbench
The CSV button gives the ability to export the contents of the workbench in a CSV format file format. In the October 2019 release, the pending field has been changed to show the total amount of time in hours as opposed to days to provide a more specific metric and precise understanding of how long the expense report has been pending an action.
The time pending starts from the time when the expense report is audited by AppZen and moved to a needs review status (and in some cases, also moved to the set approval state within the workflow status).
There are three quick sort filters to display those expense reports that are High, Medium or Low Risk. Additionally, if the user is looking for expense reports that were sent back to the employee and subsequently re-submitted, they can be filtered as well.
Depending on which filter option(s) you choose, the number on the left-hand side will give you the result of how many expense reports have been identified.
Searching the Workbench
Within the search window, you can use the heads of each column to view expense reports within a search/filter criteria. Specifically, they can search by report number, submission date, report total, user name, and organization. You can also choose the desired workflow status or organization.
Expense Report Lines
Within the Workbench itself, each expense report is shown and can be selected. There are a set of columns that you can view to make that selection.
Risk Level- The left hand most logo helps identify the associated risk of a report. The red triangle represents high risk lines. The yellow exclamation point represents medium risk lines. The green checkmark represents low-risk lines.
Pending - This column indicates how long a report has been sitting in the workbench without action. By default, this column will show the oldest expense reports first.
Assignee - The name of the auditor that has access to audit this particular report. In this field, an auditor can self-assign a report within the workbench to audit.
Report Number - The unique expense report number and report name as seen in the Expense Management System. This is also the link to the detail level of the expense report.
Submission Date - The date that the expense report was submitted to the expense management system.
Report Total - The total amount submitted for the expense report.
Username - The user name and email address of the employee that submitted the expense report.
Audit Status - The audit status of the expense report within the AppZen solution.
Workflow - The workflow status of the expense report within the expense management system.
Org - The organization under which the expense report was submitted.
Within a workbench, if you see that the “re-submission” icon has been added to the expense report, you will know that the report is in a re-submission status. That report has been sent back to the user or was rejected and the user has re-submitted it for further review.