Exporting Expense Reports and Batches

As a payer, you can export expense reports, or export one or more batches, with options for totals and subtotals. As part of the typical end-of-period process, after processing a batch, you can export the batch for general ledger (GL) posting, reimbursement, and accrual. You can also export at any other time to support ad-hoc processes such as management reporting and client invoicing.

To export a batch, click the Export button in the batch under the Batches to Process tab. The Export dialog appears with the batch already selected for export.

To export multiple batches or reports, click the Export tab next to the Finalized Batches tab. The Export dialog appears.

Choosing the Report Type

In the Export dialog, choose which type of export:

• Report: Click the Report tab at the top to choose expense reports. You can choose to select expense reports by status and date range, or by report numbers. If you choose By Status and Date Range, you can select one or more statuses (Unsubmitted, Denied, Pending Approval, and Payment Requested), and optionally specify a date range for Transactions, Submitted, or Approval (Approval is grayed out if you choose Pending Approval or Payment Requested). If you choose By Report No., you can then enter a single expense report number, a range of numbers, or specific numbers separated by commas.
• Batch: Click the Batch tab at the top to choose batches for exporting reports. The system remembers the filter selection on the batch pages and pre-populates the Export options page with this selection. You can choose to select batches by status and date range, or by batch IDs. If you choose By Status and Date Range, you can select one or more statuses (Batches to process, Held, or Finalized) and optionally specify a date range for Transactions, Submitted, Approval, or Planned Payment. If you choose the Finalized status, then you must also select additional criteria that is applicable strictly to Finalized, such as a range of batch numbers. If you choose By IDs, you can then enter a single batch number, a range of numbers, or specific numbers separated by commas.
• Reconciliation: Click the Reconciliation tab at the top to choose a reconciliation report. Select the Corporate card reconciliation option to list all corporate card transactions either assigned to a user report or left unassigned in the wallet. Set the start and end dates for the report period. Expense generates a comma-separated values (CSV) file at the transaction level of detail for all active corporate card programs in that period. 

Choosing the Format

The next step is to choose the format. Before doing so, click the checkbox for the Example option in order to show a preview of the format you select. Then choose a format:

• All Details: This format shows all line items. Its purpose is to provide line-item level detail for posting to a partner financial system for end-of-period GL posting. 
• Report Totals: This format shows only totals for each expense report. 
• Report Subtotals: This format shows subtotals for each expense type in each expense report.
• Employee Totals: This format shows only totals for each employee. You can use this format to prepare reimbursements or to upload to payroll or accounts payable systems. It also provides visibility into the total activity per employee. The export includes only payment types that are reimbursable to the employee.
• Employee Subtotals: This format shows subtotals for each employee by expense type.

Clicking Export

Click Export to export the report. After clicking Export, you can click Open to see the exported report, or click either Save Online (to save online only) or Save Online and to Folder (to save on your hard drive or network location).