Reports And Audit

This chapter explains the reporting and audit menus used to review reimbursement activity, payment progress, approval timing, and downloadable audit archives.

This chapter focuses on analysis, export, and audit review. It is different from the daily operational menus used to create reimbursements, approve documents, build payment batches, or mark batches as paid.

Use reports when you need to:

1. review operational data across many documents,
2. follow up outstanding claims or payment delays,
3. export data for analysis or reconciliation,
4. check approval timing and approval bottlenecks,
5. download monthly audit archive packages.

The reports area usually contains these menus:

Not every report shows the same level of detail. Some reports focus on document history, some focus on operational queue stages, and others focus on archive packaging or approval timing.

Menu	What It Shows
Reimbursement Detail	Detailed reimbursement data with document-level information and optional expense/custom field columns.
Outstanding Queue	Reimbursements that are still waiting somewhere in the operational process.
Batch Payment	Batch payment reporting across created, submitted, approved, and paid batches.
Approval Timeline	Approval step timing for reimbursements and batch payments.
Audit Archive	Monthly archive packages prepared for audit or document retention.

If you do not see a report menu, your role may not have access to that report.

Use the operational menus when you need to do the work itself. Use the report menus in this chapter when you need to review, compare, export, or audit the results of that work.

Reimbursement Detail Report

Open Reports > Reimbursement Detail.

This report is useful when you want to review reimbursement data in detail instead of opening documents one by one.

Typical use cases:

1. checking reimbursement history for a user or position,
2. reviewing approval and payment timestamps,
3. exporting reimbursement data for finance reconciliation,
4. reviewing attachments, custom fields, and expense detail breakdowns.

Common filters:

Filter	What It Does
Date Basis	Lets you decide which date should be used for the report range, such as submitted date, approved date, ready-for-payment date, paid date, or last updated date.
Start Date / End Date	Limits the reporting period.
Reimbursement Type	Filters by the reimbursement form or claim type used by the document.
Position	Filters by organizational position.
User	Filters by requester.
Status	Filters by reimbursement status.
Batch Status	Filters by the status of the batch that contains the reimbursement, if any.
Approval Required	Shows only documents that required approval, or only those that did not.
Keyword	Searches by document-related text.
Show Details Data	Adds expense detail rows to the result.
Repeat Document Columns	Controls whether document columns repeat on every detail line in detailed export mode.
Show Custom Fields Data	Adds custom field columns to the report.

This report is the best choice when you need the richest reimbursement export.

Outstanding Queue Report

Open Reports > Outstanding Queue.

This report helps you identify reimbursements that are still waiting in the process.

Use it when you want to:

1. find claims that are stuck in approval,
2. find claims that are already approved but not yet paid,
3. follow up aging items,
4. monitor operational backlog.

Typical filters:

Filter	What It Does
Date Basis	Uses submitted date, last updated date, or ready-for-payment date for the reporting range.
Position	Filters by organizational position.
User	Filters by requester.
Queue Stage	Filters the current operational stage of the reimbursement.
Keyword	Searches report rows by document-related text.
Final Status	Lets you exclude or include items that are already in final states.

Important concept:

• This report focuses on where the reimbursement is waiting now, not only its final status.

Typical queue stages may include:

1. waiting for approval,
2. approved and waiting for payment,
3. already included in a batch,
4. waiting inside batch payment flow.

Use this report when the operational question is, “What is still pending?”

Batch Payment Report

Open Reports > Batch Payment.

This report focuses on batch payment documents, not individual reimbursement lines.

Use it when you want to:

1. review all batch payment documents in one place,
2. see when a batch was created, submitted, approved, and paid,
3. check the current step and approver of batches still in approval,
4. export payment batch history for finance review.

Common filters:

Filter	What It Does
Date Basis	Lets you report by batch created date, submit date, approved date, or paid date.
Start Date / End Date	Limits the reporting period.
Status	Filters by batch payment status.
User	Filters by the batch creator.
Keyword	Searches by batch-related text.

Typical columns:

Column	What It Means
Batch Payment	The batch number.
Created At	When the batch was created.
Submit At	When the batch was submitted.
Approved At	When approval was completed.
Paid At	When the batch was marked as paid.
Status	The current batch status.
Stage	Current workflow progress, such as current step compared to total steps.
Current Approval	Current batch approver if the batch is still in approval.
Total	Total reimbursements included in the batch.
Total Amount	Total amount inside the batch.

Use this report when the operational question is, “How are our payment batches progressing?”

This report does not replace Payment Batches or Payments to Process. Use those finance menus when you need to create, update, approve, or complete a batch payment.

Approval Timeline Report

Open Reports > Approval Timeline.

This report helps you analyze approval speed and approval workload over time.

Use it when you want to:

1. measure how long approval steps take,
2. see which stages are slow,
3. compare reimbursement approval and batch payment approval timing,
4. export approval timing data for SLA review.

Common filters:

Filter	What It Does
Object Type	Shows reimbursement approvals, batch payment approvals, or both.
Date Basis	Uses action time or assigned time for the report range.
Start Date / End Date	Limits the reporting period.
Position	Filters by organizational position.
User	Filters by document requester or creator.
Approval	Filters by approver.
Keyword	Searches by document-related text.
Show Future Steps	Includes future approval steps that have not been acted on yet.

Typical columns:

Column	What It Means
Object Type	Reimbursement or batch payment.
Number	The related document number.
Approval Rules	The approval flow or rule name.
Stage	Approval step number.
Stage Position	The position of that approval stage inside the flow.
Assigned At	When the step was assigned.
Action At	When the step was acted on.
Approval	The approver for that step.
Action	The step result, such as approved or rejected.
SLA Hours	The duration of the step.
SLA Bucket	A grouped duration bucket used for analysis.

Use this report when the operational question is, “How long do approvals take?”

Audit Archive

Open Reports > Audit Archive.

This report is different from normal table-based reports.

Instead of showing document rows directly, it prepares downloadable monthly archive packages.

Use it when you want to:

1. download a monthly archive package for audit,
2. keep a month-based archive of reimbursement activity,
3. retrieve a prepared archive without exporting row data manually each time.

How it works:

1. choose the year on the left,
2. review the months for that year,
3. click Generate for the month you want,
4. wait while the archive is prepared,
5. click Download when the archive is ready.

Common statuses:

Status	Meaning
Not Generated	No archive package has been prepared yet.
Preparing	The archive is being generated.
Ready	The archive can be downloaded.
Expired	The old archive is no longer valid and must be regenerated.
Stale / Error	The archive is outdated or encountered a problem and may need to be generated again.

Operational behavior:

1. a month cannot be downloaded until the archive is ready,
2. if an archive expires, the system may ask you to regenerate it,
3. if a package is still preparing, the page refresh logic will update the status automatically.

Use Audit Archive when the question is, “Can I download the audit package for that month?”

Export Behavior

Most reports in this chapter support Export.

Typical export behavior:

1. filters are applied first,
2. the export follows the current filtered result,
3. the file is prepared as a downloadable spreadsheet,
4. larger exports may take longer than on-screen browsing.

Best practice before exporting:

1. set the correct date basis,
2. narrow the date range if you only need one period,
3. apply status, user, or position filters to avoid unnecessary large exports,
4. decide whether detail rows or custom fields are needed.

How To Choose The Right Report

Use this quick guide:

If You Need To Know...	Best Report
Detailed reimbursement history and fields	Reimbursement Detail
Which reimbursements are still waiting somewhere	Outstanding Queue
How batch payments are progressing	Batch Payment
How long approvals take	Approval Timeline
Whether a monthly archive package is ready	Audit Archive

Common Problems

Problem	What To Do
You cannot find a report menu.	Ask your administrator to review your role access.
The report does not show expected rows.	Check the date basis, date range, status filter, and user/position filter.
Export result looks smaller than expected.	The current filters may be too narrow, or the report may exclude final statuses depending on the selected options.
Outstanding Queue still shows documents you thought were finished.	Check the queue stage and final status filter. The report focuses on where documents are waiting, not only on final labels.
Approval Timeline includes rows that have not been acted on yet.	Check whether Show Future Steps is enabled.
Audit Archive does not download immediately.	The archive may still be preparing or may need to be generated first.
Audit Archive download is unavailable for an old month.	The archive may have expired and needs to be regenerated.