Expense Report Operations

In this help document, you’ll learn how to perform various actions in the Expense Reports module. The actions you can perform can be classified into:

The actions are classified into:

• Management Actions
• List View Actions
• Share Actions
• Other Actions

Management Actions

The management actions let you manage the lifecycle of an expense report after they are created, helping you maintain accurate and up-to-date records.

Delete Expense Report

If you do not require an expense report you’ve created, you can delete it.

To delete expense reports:

• Go to Travel and Expense on the left sidebar.
• Navigate to the Expense Reports tab.
• To delete an individual expense report, click the expense report, click the More icon, and select Delete.
• To delete multiple expense reports, click the checkbox towards the left of the expense reports and click the Delete icon at the top of the page.
• Click Delete again in the pop-up that appears to confirm your action.

Archive Expense Reports

Instead of deleting an expense report, you can archive them and use it for future reference.

To archive an expense report:

• Go to Travel and Expense on the left sidebar.
• Navigate to the Expense Reports tab.
• Click the expense report you want to archive.
• Click the More icon in the top right corner and select Archive.
• Click Confirm in the pop-up that appears.
• You can view archived reports by clicking All Reports at the top and selecting Archived.

Share Actions

The share actions let you use expense report information outside Zoho ERP or share it with vendors when required.

Export Expense Report

You can export expense reports from your Zoho ERP organization if needed.

To export an expense report:

• Go to Travel and Expense on the left sidebar.
• Navigate to the Expense Reports tab.
• Select the expense report you want to export.
• Click the More icon in the top right corner and click Export.
• Choose an export template from the dropdown or create a new template by clicking + New Template.
• Select the format in which you want to export the expense report in Export as. You can export expense reports in the CSV, XLS, and XLSX formats.
• Check I want to protect this file with a password if you want to secure the expense report and provide the Password.
• Click Export.

Export Expense Reports in Bulk

You can export the expense reports created for a particular period. Here’s how:

• Go to Travel and Expense on the left sidebar.
• Navigate to the Expense Reports tab.
• Click the More icon in the top right corner and select Export Reports.
• Choose an export template from the dropdown or create a new template by clicking + New Template.
• Select the format in which you want to export the expense report in Export as. You can export expense reports in the CSV, XLS, and XLSX formats.
• Check Include Sensitive Personally Identifiable Information (PII) while exporting if you want to include personally identifiable information.
• Check I want to protect this file with a password if you want to secure the expense report and provide the Password.
• Click Export.

You can also select a specific few expense reports and export them. Here’s how:

• Go to Travel and Expense on the left sidebar.
• Navigate to the Expense Reports tab.
• Select the expense reports you want to export and click Export at the top.
• Choose an export template from the dropdown or create a new template by clicking + New Template.
• Select the format in which you want to export the expense report in Export as. You can export expense reports in the CSV, XLS, and XLSX formats.
• Check I want to protect this file with a password if you want to secure the expense report and provide the Password.
• Click Export.

Download Expense Receipts

If you’ve receipts attached to an expense report, you can download them. Here’s how:

• Go to Travel and Expense on the left sidebar.
• Navigate to the Expense Reports tab.
• Select the expense report for which you want to download the receipts.
• Click the More icon in the top right corner and select Download Receipts.

Download as PDF

You can download an individual expense report as a PDF. Here’s how:

• Go to Travel and Expense on the left sidebar.
• Navigate to the Expense Reports tab.
• Select the expense report you want to download as PDF.
• Click the More icon in the top right corner and click PDF. You can choose from the following options:
  • Standard: The expenses in the expense report will be displayed as they appear in the application.
  • Group by Category: The expenses in the expense report will be grouped based on the expense categories.
  • Group by Date: The expenses in the expense report will be grouped based on the date they were created.
• Click Download.

Print Expense Report

You can print an expense report. Here’s how:

• Go to Travel and Expense on the left sidebar.
• Navigate to the Expense Reports tab.
• Select the expense report you want to print.
• Click the More icon in the top right corner and select Print.
• Preview the report and click the Print icon. You can choose from the following options:
  • Standard: The expenses in the expense report will be displayed as they appear in the application.
  • Group by Category: The expenses in the expense report will be grouped based on the expense categories.
  • Group by Date: The expenses in the expense report will be grouped based on the date they were created.
• Click Print.

List View Actions

The list view actions let you organize and customize how batch payments are displayed, making it easier to find and review the information you need.

Refresh List

Sometimes, you may create new expense reports or modify existing ones. As a result, you may not have the latest list of expense reports. You can refresh them to get the most up-to-date list. Here’s how:

• Go to Travel and Expense on the left sidebar.
• Navigate to the Expense Reports tab.
• Click the More icon in the top right corner and select Refresh List from the dropdown.

Sort Expense Reports

You can filter expense reports to view specific expense reports using statuses or available custom views. Here’s how:

• Go to Travel and Expense on the left sidebar.
• Navigate to the Expense Reports tab.
• Click the More icon in the top right corner.
• Hover over Sort By and choose the option based on which you want to sort.