When doing an expense run, it is highly recommended that you compare the reports to ensure they match.
To help you process your expense run from start to finish with the relevant reports, we've put together a checklist to ensure you're generating the relevant reports.
Expense Trip Enquiry - Approved
Before you can process the expense run, you need to generate an expense enquiry report. This will generate a report with all the trips that are to be processed in the current run. This report will be used as a reference for the following reports to be compared to.
To do this, follow the below steps.
Click Expense Trip Enquiry, and on the expense group field, enter the expense group number in question.
Select the Approved checkbox, then clear other options from the status section.
Click Generate report.
Expense Trip Enquiry - Processed
After the Generate Payment Claims has been run, it is recommended to generate another enquiry report to compare the report with that of the approved expense trip enquiry report.
Click Expense Trip Enquiry and on the expense group field enter the expense group number in question.
Select the Processed checkbox then clear other options from status section.
Click Generate report.
📌 Note: This figure can be slightly different from the approved figure in the approved expense report, if you have mileage claims processed. This has to do with the different mileage rates set up when employees go over a certain amount of kms.
Validation Report
Once Expense Run Validation has been run, a report will be generated in your browser. Compare this report to the previous reports and ensure totals match.
Paypath/Timesheets Report
Once the Paypath/Timesheets have been run, a report will be generated in your browser. Compare this report to the previous reports and ensure totals match
📌 Note: If any of the reports don't match, don't continue the expense run until the difference has been found. Check that all trips and claims on the reports match.