Audit queues allow you to manage, assign, and create sustained filters to increase workflow with your auditors. Management can direct their auditors’ attention towards the expense reports best fit for their responsibilities and skillsets by creating custom queues. Auditors can quickly view and take action on the expense reports within the queues assigned to them.
The workbench will show actionable and non-actionable reports in one view. Using the audit queue can help narrow down the workload to focus on the reports that need to be reviewed. The expense reports that are in the queue will have the audit status as "Needs Review".
In order to use the auditor queue feature, you'll need the Expense Queue Admin and Auditor role. For more information on user roles go here.
Managing an Audit Queue
A strategic way to organize your expense reports is with Audit Queues. Within AppZen audit queues help you organize expense reports to gain more control and visibility to better manage and distribute the workload between auditors. Auditors can view queues that were set up for them and those with the Expense Queue Admin permissions can create, edit and delete queues.
Assign Expense Report to Auditors
To enforce controls on who can action a specific expense report, this feature can be configured to only privilege the assignee rights to accept or reject the report. To do this, customers must reach out to their customer success manager to enforce this control in-app.
Setting up an Audit Queue
To set up an audit queue in AppZen follow the following steps:
1. Expand the Audit Tab
On the left-hand side, expand the ‘audit’ tab in the navigation bar and select queue management
2. Select the ‘+' Create Queue’ Button
On the ‘audit queue management’ screen, select the ‘+ Create Queue’ button in the right-hand corner.
3. Enter a Name for the Queue
In the ‘create queue’ screen, type in the desired title for the queue in the ‘Audit Queue' title section. This name will be shown as the title of the queue in the drop-down list of queues. For example: “ All Expenses > 3000 ”.
4. Select Queue Requirement
Next, select the queue requirements to ensure the queue only displays the expense reports desired. For example, if I wanted the queue to only show expense reports greater than $3000, I would select ‘report total’ > ‘greater than’ > ‘3000’ (as seen below)
To add another queue requirement, select the ‘+ add’ button (as seen below). Add as many queue requirements as needed to ensure the desired expense reports are included in the created queue.
Please Note: Depending on your preference for how you set up your queues, it's best practice to set up one queue per rule. For example, if you just want to view high risk for receipt verification, only have one queue setup for that rule only.
Then another queue for another rule i.e amount verification and so on.
Having a queue set up for multiple rules may result in queues with no expense reports listed for that queue.
Please Note: If an expense report qualifies for 2 separate queue parameters the expense report will show up for both queues.
The following filter parameters are available:
Report Organization - The organization (e.g., per country) within which the report is submitted (set in Expense Setup and Admin)
Policy - The policy under which the report is submitted. The designed set of expense guidelines for a particular organization. You must have the report Organization set before selecting a policy. You can only select one policy at a time.
Report Total - The reimbursement amount claimed is greater than, less than, or equal to the input number
Risk Score - The report level risk score identified by AppZen (Low, Medium, High). This is based on the highest level risk for that report.
Model Name (High Risk) - The model for which the risk score has been identified as High.
Model Name (Medium Risk) - The model for which the risk score has been identified as Medium.
Model Name (Low Risk) - The model for which the risk score has been identified as Low.
Resubmit - The report has been sent back to the employee or was rejected and the employee has re-submitted the report for further review.
5. Select who can Access the Queue
In the ‘available for’ section, decide which auditors should have access to view the queue. It can be set to the following:
All Auditors - all of the users that have been designated with the user role of Auditor.
Only these auditors - type and search for specific auditors that should have access to this queue.
6. Select an Auditor(s) as a Lead
In the ‘auditor lead’ section, select which auditor or auditors to be set as the auditor lead of that queue. The auditor lead manages the workload of all the auditors in the specified queue. They can assign expense reports to any of the auditors that have been assigned to the queue, can re-assign expense reports (overriding the current assignee), and also un-assigning expense reports from an auditor.
Please note: When a user is added as the "auditor lead" they are automatically added as an auditor of that queue. Adding the same auditor to the "only these auditors" field will result in an error.
7. Save the Queue
To finalize and save the queue, select the ‘save’ button.
Viewing Audit Queues:
To view, the queues that have been created follow these steps.
How can I see certain queues as an auditor?
With the exception of the 'expense queue admin' role, auditors can only view the queues that have been assigned to them.
1. Select the "Expense Reports" option. Expand the ‘audit’ tab
2. Select the Queue Drop-Down
You will see the title of the queue in the drop-down menu, select the queue you want to view the expense reports in. Once the queue is selected you will see the name of the queue on the top portion of the workbench.
Edit Audit Queue
To edit an audit queue in AppZen follow these steps:
1. Navigate to the "Queue Management" Screen
Expand the ‘audit’ tab in the left-hand navigation bar and click on ‘Queue Management’ tab
2. Select the Edit Icon
On the audit queue management screen, select the edit icon to the right of the queue you wish to
edit (as seen below).
3. Make Changes and Save
Make any desired edits to the queue. After changes have been made, select the save button on the bottom right-hand corner to complete the editing process.
Delete Audit Queue
To delete an audit queue in AppZen follow the following steps.
Editing Audit Queue
The only user who can edit an audit queue is those permitted with the ‘expense queue admin’ and auditor role.
1. Navigate to the ‘Queue Management’ Screen
Expand the audit tab in the left-hand navigation bar and click on "Queue Management".
2. Select the Delete Icon
On the audit queue management screen, select the 'Delete' icon to the right of the queue you wish to delete.
3. Confirm the deletion of the queue
Upon selecting the delete icon, a pop-up window will appear. To delete, select the confirm button
Deleting a queue can also be done in the edit queue screen as well. Follow the steps outlined in editing an audit queue.
Then scroll all the way to the bottom of the screen and click on the "delete" button.