Report Automation - General Expenses

Admins can enable Expense Report Automation for the employees’ expenses, and Zoho ERP will generate expense reports and submit them for approval automatically on behalf of employees, on a weekly or monthly basis.

Configure Automation - All Expenses

You can configure report automation for corporate card expenses. Here’s how:

• Click the Settings icon in the top right corner of the page.
• Navigate to Expense Report Automation under Automation.
• Hover over All Expenses and click Configure Now. You can then configure the automation preferences.

Schedule Report Generation

• In the Report Generation Frequency dropdown, choose whether the report generation should take place on a weekly or monthly basis.

• Enter the specific day or date at which the report should be generated. For example:

• If you want to generate a report on the first Monday of every month, set up the Report Generation Frequency as Monthly and select On a specific day - First - Monday.

• If you want to generate a report on the 3rd of every month, Set up the Report Generation Frequency as Monthly and select On a specific date - 3.

• Configure how expenses have to be included in the auto-generated expense report. Enter the number of days and Zoho ERP will include expenses created before the specified number of days from the scheduled day. For example, if you enter 4 in the Days field, then expenses dated 4 days before the scheduled date will be included in the auto-generated expense report.

• Configure the report name template. If you want to include more information in the report name, click Insert Placeholders on the top right side of the field and select the preferred placeholder. The selected placeholder will be added to the report name.

• Mark the Send reminders to users to create expenses option to notify users to create expenses. You can set up to a maximum of three reminders and configure when the reminders have to be sent to the users.

Report Submission Preferences

Once the report generation preferences are configured, you can configure the expense report submission preferences. You can choose to set up either an automatic or manual submission by the users.

• If you want your employees to submit reports automatically, mark the Yes, submit reports automatically option. If the auto-submission fails, it could be due to any of the following reasons:
• If there are policy violations in the expense report
• If the user has not been assigned a default approver
• If the report does not satisfy the criteria mentioned for custom approval. Mark the In case of failure, send reminders to users to submit their report manually option, to avoid these scenarios and to remind the users to submit their reports manually. You can set up to a maximum of three reminders.
• On the other hand, if you want your employees to submit their expense reports manually, mark No, users will submit their reports manually. Mark the Send reminders to users to submit their report manually option. You can set up to three reminders to notify users to submit their reports manually after the expense report is generated.

Additional Preferences

You can opt to generate expense reports even if the user has not recorded any expense during the expense report generation period.

• Mark the Generate a report even if the user has no expense within the report generation period option. Empty expense reports will be generated and submitted so that you know that the user hasn’t incurred any expense in that month or you can maintain records for your future reference.
• To skip automatic report generation and submission for specific roles:
• Mark the Skip Report Automation for specific roles option.
• Select the roles for which you want to skip report automation.
• Click Save. Your preferences will be saved and expense report automation will be enabled.