🌐 Web | 👤 Finance role
You can narrow down the number of expense, invoice or trip reports shown in Finance > Review by applying filters and choosing how many items to show and the information to display.
Filtering reports in Review
The Review page displays all expense reports with the In review status.
You can search for a specific report directly using the search field or apply one or more filters to narrow down the expenses, trips, and invoices displayed in the table.
Items are grouped by spend type: expenses, trips, and invoices. You can switch between spend types using the dropdown selector in the top right corner.
Enter a keyword in the search field to perform a search on all items for that spend type. For example, if you enter an employee ID jsmith, Yokoy searches for items that contain “jsmith” in any of the fields of the document.
Depending on the spend type, the filters on the Review page may vary. By default, three filters are displayed. You can add other filters (+ More filters) to narrow down the results or hide the default filters.
Any changes in the filters to apply are saved for the next time you access the page. You may need to scroll down in the + More filters window to view all available filters.
To apply a filter, choose a value for the selected filter. For example, if you want to filter by categories, click the down arrow icon to view the categories available for the spend type. Only categories of the items displayed in the table are shown in the list. Select a category value to restrict the table results to only items with that category.
The filters that are displayed by default are marked with an asterisk (*).
Filters in the Expenses tab
You can filter expenses using these attributes:
Notifications*: Displays a list of the alerts, warnings, and notifications for the expenses displayed within the table. If there are no expenses with alerts, warnings or notifications, you see the No alerts option with the green flag icon.
Employee*: Displays a list of all the employees that have submitted expenses. Shows only the expenses for the employee selected.
Payment method*: Method by which the expense has been paid. Expenses can either be Company card or Paid privately.
Date: Select a date for which you want to view expenses. Only items with this date are displayed.
Total claim: Total claim of the expense in the company currency. This filter retrieves the smallest and highest total claims for the expenses displayed in the table. You can choose to define a range within these limits for which you want to display expenses.
Total claim (expense currency): Total claim of the expense in the expense currency. This filter retrieves the smallest and highest total claims for the expenses displayed in the table. You can choose to define a range within these limits for which you want to display expenses.
Expense country: Country in which the expense has been incurred. Only expenses that match this country are displayed.
Total VAT: Total VAT amount in company currency. This field contains the smallest and highest VAT amount for the expenses displayed in the table. Within these limits, you can defined a range for which you want to display expenses.
Matching status: Status indicating whether an expense is matched to a transaction. The matching status can be:
Private: paid by the employee with their private payment method.
Not matched: expense relates to a card transaction and has not been matched.
Matched: expense matched against a transaction.
Not applicable: expense has been paid by the travel provider.
Category: Main category of the expense. Only expenses that have the category selected are displayed.
Cost object: Main cost object of the expense for those expenses displayed in the table.
Filters in the Trips tab
You can filter trip expenses using these attributes:
Start date*: Date on which the first trip expense has its start date. It can be used without an end date.
End date*: Date on which the last trip expense has its end date. It can be used without a start date.
Notifications*: Displays a list of the alerts, warnings and notifications for the trip expenses displayed in the table. If there are no expenses with alerts, warnings or notifications, you see the No alerts option with the green flag icon.
Traveler*: Displays a list of all the people who have submitted trips for the items displayed in the table.
Total claim: Total claim of the expense in the company currency. This filter retrieves the smallest and highest total claims for the expenses displayed in the table. You can choose to define a range within these limits for which you want to display expenses.
Default cost center: Default cost center of the trip. Shows the cost centers for the items currently displayed in the table.
Expense country: Country in which the expenses within the trip have been incurred.
Total VAT: Total VAT amount in company currency.
Tags: Tags assigned to the trip if tags have been set up for the company.
Filters in the Invoices tab
The Invoice tab contains a global search field where you can search for invoice numbers, invoice IDs, supplier names, and approver names. You can also filter invoices using these attributes:
Notifications*: Displays a list of the alerts, warnings and notifications for the invoices displayed within the table. If there are no invoices with alerts, warnings or notifications, you see the No alerts option with the green flag icon.
Supplier*: Supplier of the goods for which the invoice was issued.
Total claim (invoice currency)*: Total claim of the invoice in company currency. This filter retrieves the smallest and highest total claims for the invoices displayed in the table. You can choose to define a range within these limits for which you want to display invoices.
Currency: Gross amount of the invoice in company currency. Shows only invoices in that currency.
Issue date: Date on which the invoice as issued. Shows only invoices to be reviewed for that date.
Upload date: Date on which the invoice as uploaded. Shows only invoices to be reviewed for that date.
Due date: Date on which the invoice is due. Shows only invoices to be reviewed for that date.
Submitter: Submitter of the invoice. Shows only invoices for that submitter.
✏️ Note
The Trips and Invoices tabs are only displayed if they have been set up by your Yokoy Admin.
Choosing how to display reports
The Review page displays 30 items per page by default. However, you can change the number of items displayed by clicking Items per page. You can choose to show 10, 20, 30 or 50 items per page.
You can navigate the results by clicking the page number or using the arrow icons to move backwards or forwards in the list of items.
You can choose to hide columns by clicking Hidden columns and unselected the columns you don’t want to see. Yokoy lets you hide as many columns as they want. By default, there are no mandatory columns.
Columns by spend type
The columns that can be displayed depend on the spend type.
| Expenses tab | Invoices tab | Trips tab |
Default |
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Optional |
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✏️ Note
If you choose to hide some default columns, the layout is kept for the current session only. When you log out, the column selection is reset to the default options.