Expense Report Details
To view the details of a specific expense report, click on an expense report number 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 your 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. Within AppZen it is called the Report Name, Date, and Report Purpose.
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 are 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 the 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 the 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
For all expense reports that are rejected, the auditor ID will be listed within the report history. This way if another auditor is working on a resubmitted expense report there is an audit trail of the original auditor who actioned the report.
When users attach multiple receipts at the report level (header level) in Concur, you can find all of the receipts by clicking on the PDF icon on the top right corner of the Expense Report Details page as pictured below.
Copy and Past Report ID Functionality
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.
Copy Report ID for Duplicate Across Reports Model
Below are the steps to use the new copy report ID functionality
1. Search for any high-risk line that is flagged for Duplicate Across Reports
2 . Once the expense line has been identified, click on the eye icon to access the modal view.
3. The modal will show the original receipt along with the line on the left and on the right, you will see the duplicate receipt, expense report #, and expense line. The copy report ID icon sits on the right side of the expense report number.
4. Clicking the copy icon will automatically add the report ID to the clipboard.
Once the report ID is copied to the clipboard the auditor can paste the report ID to another tab within their web browser or the report ID field on the expense workbench.
Employee Dashboard Shortcut from Report Details Page
Under the "submitted by" section, you have the ability to click the name to go to the Employee Dashboard.
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 refer to 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 Status" 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.
An expense report will be assigned different workflow statues that are unique to different EMS (Expense Management Systems). For a list of AppZen audit statuses go here to get more information.
Click on the more info to the right "View" icon to see the details of that expense line.
Here you will see the receipt information, the rule name, the reason for the high risk and the 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.