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Bring back Automated Statement Reporting

BrianFiler1BrianFiler1 Expensify Customer Posts: 5 Expensify Newcomer

Automated Statement Reporting was lost a while back, and I cannot possible express what a huge loss it really was. I don't want to get into full detail, but you can see much of the discussion here: https://community.expensify.com/discussion/2086/goodbye-statement-reporting-hello-realtime-reconciliation/p1

I'm now at a different company with a new situation - one credit card statement to reconcile, with cards assigned across multiple domains in Expensify. This relatively simple scenario potentially faced by any company operating multiple brands completely breaks the Reconciliation Dashboard that was Expensify's subpar replacement to Automated Statement Reporting.

Previously, ASR was the absolute best way to reconcile. You filter on reports for that statement, and you can see all unsubmitted reports and it was easy to get those submitted. With expenses separated by statement, you could export the reports once approved, verify your total, and import into your ERP system.

Now, with reconciliation dashboard, you see expenses, not reports. You then have to explain to users to put the expenses onto reports and submit the reports. And then you have reports that cross statement periods - making credit card sweep GL accounts much more of a pain to reconcile. And since reconciliation dashboard is restricted by domain, you potentially can't even reconcile your entire statement in one place. It's an unacceptable replacement for ASR, and honestly, I can't believe Expensify made such a poor decision to use this to replace ASR instead of just having both. Let the users decide which they like.

3 votes

Understanding the Issue · Last Updated

Comments

  • Sara JacobsonSara Jacobson Expensify Team Posts: 35 Expensify Team

    Hi @BrianFiler1

    Thanks for your feedback!

    We recommend utilizing a combination of Scheduled Submit set to a weekly frequency and the Reconciliation Dashboard. The Reconciliation Dashboard allows you to view all imported and submitted expenses in your statement period; quickly highlighting which employees have expenses that still need to be approved.

  • BrianFiler1BrianFiler1 Expensify Customer Posts: 5 Expensify Newcomer

    The recommended combination is unacceptable.

    I've been told that Scheduled Submit was submitting tons of reports with violations and causing lots of other issues (the Scheduled Submit issue predates me, and I suspect there were some setup problems). So we have that turned off. Regardless, I'd prefer NOT to use Scheduled Submit as it's far easier to reconcile 1 report per employee per statement period.

    Reconciliation Dashboard is completely unusable for us. We have multiple domains across a single statement, so I can't "quickly highlight which employees have expenses that still need to be approved." I have to jump domains because for some reason, reconciliation dashboard is listed under domain instead of as a general feature. This was a very poor choice by Expensify - I don't know whether our situation didn't occur to you, or what - but this feature should under no circumstance live under domain control. Back when ASR was around, reconciliation was easy - filter reports by statement period, nag people with unsubmitted reports, export once submitted and do a final comparison of the total of all statement period reports to the credit card statement. All done in a single screen within Expensify, no jumping deep into domain settings. And if items were missing - very easy to see by employee from the export which employee was off and to identify against our credit card statement. Reconciliation Dashboard offers none of this ease, and since I don't even have access to some of the domains, it's completely unusable for me, the person reconciling the statements. And to cut off suggestions of giving me access to other domains - I don't need them. I just need access to my domain and reports within our policies, even when submitted from other domains.

  • KarmenKarmen Expensify Customer Posts: 1

    I agree with Brian, add back Statement Reporting! we just added a domain and finding out this is not available. Will be an additional task to try and figure out a new way of moving forward, our Credit Cards had a clean cut off prior to this ... we really DID NOT want to figure out a new process ...

  • BrianFiler1BrianFiler1 Expensify Customer Posts: 5 Expensify Newcomer

    Unfortunately, reconciliation dashboard is the best solution I've found. You can click on the expenses for each user, and it'll grab the expenses for the date range you enter, which works for me right now because I only have 11 users. But I have to export those 11 users independently, which is a far cry from what I used to do, using ASR with enforced titles, I could export all reports for a given month in one fell swoop. Having to do it 11 times is unfortunate, but not unbearable. Any company with more than 15 users is going to really hate this solution.

  • Rachael HopkinsRachael Hopkins Expensify Success Coach - Admin Posts: 825 Expensify Team

    Hi @BrianFiler1 there is an option that one of our (very large) customers uses. She also found Automatic Statement Reporting less than ideal due to the propensity to wreak havoc when card transactions don't post fast enough. This is her process:

    • Her policies do not use Scheduled Submit, everything is left Unreported
    • Users still add receipts and code expenses, but do not create reports
    • Once a month she gives them their statement and has them select the date range to match and Add to Report - New Report
    • This step above could be done in bulk by the Domain Admin, via the Company Card Reconciliation Dashboard, by using Select All - Auto Report
    • The users then do a final check of their reports and submit them. Again, this step could be done by the Admin

    The reason Automatic Statement Reporting was retired was because if the transactions did not post permanently, users were left with random expenses stuck on random reports.

    As a side note - do you ever use the Loading Dock in the Domain to reconcile? I recommend you have a play around with the reports it produces.

  • BrianFiler1BrianFiler1 Expensify Customer Posts: 5 Expensify Newcomer

    I don't like the solution proposed for this reason:

    • Once a month she gives them their statement and has them select the date range to match and Add to Report - New Report

    This is just Automated Statement Reporting with extra steps, or without the automation. We have cars that can drive themselves, but we can't get a list of transactions to match a statement period? It's rather hard to believe.

    "The reason Automatic Statement Reporting was retired was because if the transactions did not post permanently, users were left with random expenses stuck on random reports."

    This really feels like ignoring the root cause of a problem. If transactions aren't posting on time, that's the problem that needs solving, you don't just kill a feature that relies on it. I know my experience is anecdotal, but we only had a handful of expenses like that per year with our AMEX cards linked. Overall, the connection between Expensify and AMEX worked fairly well. I'd be much happier with a few stranded expenses on abnormally titled reports, because an internal company policy for how to handle that would still easily allow me to mass export.

    My method works without requiring any loading dock reports. I'm not a fan of reports - we should have the ability to have software do the bulk of the work for us, reports should be for exceptions, not for reconciling.

    What's frustrating about this entire process is that it seems so simple. We can hire someone with no training and no skills and easily teach them to match transactions to a statement, so why can't we train a computer to do the same? Why can't we train ASR to know that something is missing from the period? It may require more information than is currently provided from the connections to the external banks, but that's what needs to happen. Pushing reconciliation out of software and onto users is really unacceptable for a paid service.

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