A great new tool on your Expenses page!
Great news! Now you can calculate a total for a group of expenses right from your Expenses page! This new tool makes it quick and easy to calculate a sum based on a date range, category, tag, policy and more.
Just use the filters on your Expenses page to show the expenses you want to see, and then select those expenses to show the total amount:
Check it out, and let us know what you think!
Comments
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This is great, but as an admin, is there a way to do this for a group of people other than myself?
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Hi @Chuck, you sure can! There's a filter on the Expenses page that you can use to filter in expenses for other submitters as a whole, or to filter in one specific person. Use that to filter in the appropriate submitter, and then select the expenses to show the total in the top left corner of the page.
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It would be great if this same functionality could be done from the Reports section.
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Sheena Trepanier Expensify Team, Approved! Accountant, Expensify Student Ambassador Posts: 1,362 Expensify TeamHi @blake, that's a great thought! Just to make sure I'm understanding you correctly, you're talking about being able to select reports (check the boxes) in the same way you select expenses, and see a total amount of those selected reports?
I'm assuming a breakdown of the total of reimbursable, billable, and non-reimbursable would be ideal?
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Yes, that would be great! I realize we can export the list of checked reports and then sum things up in Excel, but it should would be handy to do it in the app.
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Sheena Trepanier Expensify Team, Approved! Accountant, Expensify Student Ambassador Posts: 1,362 Expensify Team
Hi @Blake, thanks for swinging back around and confirming for me. I'm bringing this up with my team and will keep you updated with any improvements we make.
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Sheena Trepanier Expensify Team, Approved! Accountant, Expensify Student Ambassador Posts: 1,362 Expensify Team
@Blake, hi again! I've been discussing showing the total of selected reports with my team and we're interested to know more about how you'd use that functionality. This will help direct the discussion my team is having and we'd appreciate it.
If anyone else would like to see this and wants to share what they'd use it for, please feel free to chime in.
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Seconding Blake's suggestion! It would be very nice to be able to easily total up multiple reports as a company admin.
A couple uses for this would be:
- Determining the total that we currently owe a specific employee
- Knowing exactly how much we will be reimbursing in the coming days, before it syncs to our accounting software or is paid from our bank
For that second point, we don't sync the expense reports to our accounting software until they're approved & reimbursed. So there's often a large amount of employee liability that we don't have on our books, so the only way to see the total is to export the pending expense reports and sum it in Excel.
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Yes, please provide the option to have subtotal in the report section.
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Sheena Trepanier Expensify Team, Approved! Accountant, Expensify Student Ambassador Posts: 1,362 Expensify Team
@KatieS -- Thanks so much for chiming in here and sharing some really fantastic information. I've already sent this to my team and I'll keep this thread updated.
@KeenAdvisory - How would you use this information? Would it be for the same reasons as KatieS?
Thanks!
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It would be great if we could choose a selection of expenses and add them to a report with a single click. I wish Expensify wouldn't have removed that feature from the Expenses screen.
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Sheena Trepanier Expensify Team, Approved! Accountant, Expensify Student Ambassador Posts: 1,362 Expensify Team
Hi @Genny, welcome! You can still add expenses in bulk to a report from your Expenses page.
Simply select the expenses you want to move (remember they have to be in the Open or Unreported state) and then Add to Report from the top right corner.
I hope this helps!
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For our use case it would save a tad bit of time just to verify the amount received in our accounting package matched what was intended to be sent over. Currently, our accounting team types in all of the amounts and does a sum and then verifies the accounting total is the same.
Yes, we could do a sum directly in the Excel export, but I've instructed them not to mess with the exported spreadsheet since we have to import that into another process. Sometimes Excel/users don't behave properly :-)
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Sheena Trepanier Expensify Team, Approved! Accountant, Expensify Student Ambassador Posts: 1,362 Expensify Team
Hello @Blake, interesting! Which accounting package is your team using? We do support connections with some of the major accounting options and if we can help you with the manual process I'd love to.
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It is a lesser known package called Flexi.
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Sheena Trepanier Expensify Team, Approved! Accountant, Expensify Student Ambassador Posts: 1,362 Expensify Team
@Blake does Flexi offer an import template that you use to upload expenses into Flexi?
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There is a general format, but there are specific rules on how each field needs to be manipulated. Basically, each file is made up of a single batch record (a complete summary of all expense reports) followed by a summarized header record for each expense report and then each expense is a detail record. All of these get combined into a single flat file.
Our current process uses the exported Expensify file and loads it into a database. Then there is a stored procedure to do all of the summarizing and formatting magic. There are probably way to many custom rules to try to do this as a product add-on for Expensify.
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Sheena Trepanier Expensify Team, Approved! Accountant, Expensify Student Ambassador Posts: 1,362 Expensify Team
Thank you @blake for the great information and continuing to answer my questions. I will keep your information in case we come up with an integration for Flexi or if I learn of something that could help ease the manual process.
