As an admin, gaining a comprehensive overview of all expense reports across your organization is crucial for efficient management and timely approvals. ITILITE provides a powerful, centralized hub under the Organization section to streamline this process.
Table of Contents
Step-by-Step Guide
Follow these steps to navigate to and utilize the Expense Reports tab:
- From your ITILITE dashboard, locate the Sidebar Navigation Menu on the left side of your screen. Click on Organization to expand the administrative options available to you.
- Within the Organization menu, select Expense reports. This action will take you to the central hub where you can oversee and manage all expense reports across your organization.
- Upon entering the Expense reports section, you'll find two key tabs: Approvals and All reports. The Approvals tab displays reports currently awaiting your action, allowing you to approve or send back reports directly from the list, while the All reports tab provides a comprehensive, filterable list of every expense report across your organization, regardless of its current status.
- From either the Approvals or All reports tab, you can click on any Expense Report Row/Tile to open its detailed view for a thorough review. On the Approvals tab, you also have the convenience of using the Approve or Send Back buttons directly from the list for quick actions.
Pro-Tips & Guardrails
NOTE: The All reports tab is incredibly powerful for deep dives. Utilize the robust filtering and sorting options to quickly narrow down reports by criteria such as submitter, department, date range (submitted, created, or last approved), or even specific amounts. You can apply multiple filters simultaneously for precise results.
PRO-TIP: After applying filters to the All reports list, you can export the filtered data for further analysis or record-keeping. Remember that auto-generated reports (e.g., for out-of-policy expenses) also appear in these lists, ensuring a single source of truth for all organizational expenses.
Verification & FAQs
After navigating to the Expense reports section, you will see a dynamic list of reports. If you perform an action like approving a report, the table will refresh, and a success message (e.g., 'Report approved') will confirm the action, and the report will move out of your Approvals queue.
A: The Approvals tab is your active queue, showing only reports that are currently pending your approval as an organizational approver. The All reports tab provides a comprehensive historical view of every expense report across the organization, regardless of its status, allowing for detailed searching and filtering.
Q: Can I filter reports by specific departments or employees?
A: Absolutely! The All reports tab offers extensive filtering capabilities. You can filter by various user fields like Department, Business Unit, Employee Level, Email ID, and even custom user fields, making it easy to find reports from specific groups or individuals.
Q: What kind of date filters are available for expense reports?
A: You can filter reports by several date criteria, including the Submitted date, Created date, and Last approved date. This flexibility allows you to analyze reports based on different stages of their lifecycle, ensuring you can track them precisely.
Q: Can I export the filtered list of reports?
A: Yes, you can! Once you've applied your desired filters on the All reports tab to narrow down your list, ITILITE allows you to export this specific, filtered dataset. This is incredibly useful for offline analysis, auditing, or sharing with other stakeholders.
Q: Do auto-submitted expense reports appear here?
A: Yes, they do. Reports automatically created and submitted by ITILITE (e.g., for out-of-policy or non-reimbursable expenses) follow the same lifecycle as manually created reports. They will appear in both the Approvals and All reports tabs, ensuring a unified view for all organizational expenses.
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