As a Payhawk accountant, you can efficiently search through, sort, and organize your company expenses by applying the available expense filters and attributes, grouped in categories.
Filters allow you to group company expenses based on expense data like an expense category or supplier, or based on criteria such as who created the expense, whether it is reviewed or not, its approver, and more. After applying filters to your company's expenses, you can save that view for quick access whenever needed.
Benefits
The expense filters can be aggregated, thus allowing you to refine and customize the results, and to better understand the lifecycle of your expenses. For example, by applying the Approval status filter attributes, you can filter out expenses pending approval, returned, or not yet submitted, and remind the employees to proceed.
By using the expense filters and saving the filtered expense views, you can save time and effort, enabling your Finance team to track and work on their tasks smartly and transparently. For example, different accountants can track different expense categories.
You can do bulk expense operations on the filtered expenses. For example, you can filter out expenses not exceeding a specific amount, select them, and pay them in bulk. You can also download filtered-out expenses based on the required criteria.
Specifics
Expense filters, such as Service period and Document number among others, become available only after you have enabled the respective expense fields from the Settings app.
If scheduled payments have been enabled for your company, you can apply the Due date expense filter to display expenses scheduled for payment. The purpose of the Due date filter is to help you initiate a payment run by filtering due or overdue expenses.
For better tracking and visibility, you can use different Export filters and combine them to sort your expenses and payments, for example, by the export status, the person who exported them, their export date, the ERP system to which they have been exported, their external expense and payment ID, and more.
You can also filter your expenses based on the approval that is pending for an approval workflow step (for example, Team manager approval) and as per an approver (for example, Jacob Jones).
Searching through expenses
You can search through your company expenses by:
General data: expense title, employee name, note
Expense field data: category, document number, tax rate name, tax rate code, custom fields.
Supplier data: supplier name, supplier VAT number, supplier external ID.
Currency and amount data: paid currency, net amount, total amount, total base amount.
To search for a specific expense:
In the Payhawk web portal, go to Expenses.
Click on the Search icon. In the input field, select the desired search criteria.
The search option applies to the expenses in the currently opened expense tab. To search through all expenses, make sure you've opened the All tab.
Applying filters to expenses and payments
To sort your company expenses based on one or more specific criteria:
In the Payhawk web portal, go to Expenses.
Click on + Add filter.
From the drop-down menu, select the attribute you want to filter your expenses by. For this example, choose Approval status.
From the drop-down menu, select the filter criteria that will apply to the approval status of an expense.
For example, select the Not submitted and Pending approval options. As a result, Not submitted will filter all expenses that haven't been submitted by employees. Pending approval will filter all expenses that have been submitted and are awaiting approval.
Click on Done.
Once you've filtered the company expenses based on the desired expense criteria, you can save the filtered view to access it quickly later on when needed.