Create Expense Reports

Once you’ve recorded all your expenses in Zoho ERP, you can create a report, add the expenses to it, and submit the report for approval. In this help document, you’ll learn the different methods to create expense reports in Zoho ERP.

Zoho ERP provides you with multiple ways to create expense reports, making it easy to add all your expense and submit them for approval. You can choose the method that best fits your workflow, whether you are creating an expense report manually, importing them in bulk, or generating them from trips, and so on.

Create Expense Reports Manually

Use this method to enter expense report details manually by filling in all the report details, such as the report name, business purpose, and duration.

To create an expense report manually:

• Go to Travel and Expense on the left sidebar.
• Click Expense Reports.
• Click + New Report in the top right corner.
• Enter the Report Name and the Business Purpose.
• Enter the Duration (period for which the expenses were incurred) to include them in the report.
• If you’ve already created a trip and are reporting expenses that you incurred while on a trip, select the Trip.
• Click Save. A new report will be created, and you can start adding expenses to the report.

Create Reports From Trips

Once you return from your trip, you can create a new report from your approved trip request and include the expenses incurred in your trip.

To create a new report from your approved trip request:

• Go to Travel and Expense on the left sidebar.
• Click Expense Reports.
• Click the completed trip for which you want to create an expense.
• Go to the Associated Reports tab and click + New Report.
• Enter the Report Name, Business Purpose, and Duration.
• Select the Customer and Project.
• Click Save. A new report will be created. Click the new report that you’ve created and add expenses.
• If you’ve already recorded the trip expenses, you can add them to a report by clicking Add Unreported Expenses. Select the required expenses and click Add Expenses in the pane that appears.
• To add a new expense, click + New Expense.

Create Reports From Expenses

You can add the unreported expenses to an existing report or a new report. To do this:

• Go to Travel and Expense on the left sidebar.
• Click Expense Reports.
• Go to the Unreported Expenses tab.
• To add individual expenses to a report:
  • Click the Add to Report dropdown next to the expense
  • Select a report from the dropdown.
  • If you want to add the expense to a new report, click + Add to New Report from the dropdown.
• To add multiple expenses to a report:
  • Click the checkbox towards the left of the expenses you want to add.
  • Click the Add to Report dropdown at the top of the page.
  • Select a report from the dropdown.
  • If you want to add the expense to a new report, click + Add to New Report from the dropdown.

Create Expense Reports From Advances

You can apply your pending advances to an existing draft report or create a new report and apply to it.

To create reports from advances:

• Go to Travel and Expense on the left sidebar.
• Click Expense Reports.
• Go to the Pending Advances tab.
• Click Apply to Report next to the advance.
• Select an existing draft report to add the advance.
• Click + Add To New Report to create a new report and add the selected advance.

Import Expense Reports

If you’ve created reports from external sources, you can import them into your Zoho ERP organization. You can import expenses in the TSV or CSV file formats. To import reports:

• Go to Travel and Expense on the left sidebar.
• Click Expense Reports.
• Click the More icon at the top right corner and select Import Reports.
• Drag and drop the file you want to upload, or click Choose File to select a file from your desktop or a cloud account. If you want to upload another file instead of the selected file, click Replace File and choose another file.
• Click Next.
• The best match to each field in Zoho ERP will be auto-mapped with the fields in the imported file. If there are unmapped fields, map them manually. Also, if you leave some fields unmapped, they will not be imported into Zoho ERP.
• If you want to save the existing mapping for future imports, check the Save these selections for use during future imports checkbox.
• Click Next.
• Once you have mapped all the relevant fields, click Import to import reports into Zoho ERP. All the imported reports will be listed under Pending Reports in the Reports module.

Create Expense Reports via API

Use Zoho ERP APIs to programmatically create expense reports from external applications or systems. This is ideal for advanced integrations and automated workflows. Learn how to create an expense report using API.

Edit Expense Report

If you want to make changes to an expense report, you can edit it.

To edit an expense report:

• Go to Travel and Expense on the left sidebar.
• Click Expense Reports.
• Click the expense report you want to edit.
• If you want to edit the expense report details, click the Edit icon in the top right corner of the expense report.
• Make the necessary changes and click Save.
• If you want to edit the expenses in the expense report, navigate to the Expenses tab and click the expense you want to edit.
• Make the relevant changes and click Save and Close.
• If you want to edit the advances in the expense report, navigate to the Advances & Refunds tab and click the advance you want to edit.
• Make the relevant changes and click Record Advance.

Edit Expense Reports in Bulk

You can update multiple expense reports at once. Here’s how:

• Go to Travel and Expense on the left sidebar.
• Click Expense Reports.
• Click the checkbox towards the left of expense reports you want to update.
• Click Bulk Update in the top right corner.
• Make changes to the required fields and click Save.