🌐 Web app | 👤 Finance user
In Finance > Analytics, you can generate reports with analytics on spending, obtaining expense breakdown by country or submitter, transaction data, and invoice data by supplier, supplier country and more. You can create a report from scratch or use an existing template to extract data.
Generate a report
To generate a report, you need to:
Determine the report type
You can generate reports for expenses, transactions, or invoices. In the Choose type dropdown list, select the type of data to include in the report, and then determine the Company for which you want to generate the report.
Define the reporting date range
You can refine the scope of the report by date, using the Selection of the date range section to indicate a specific start and end date for reporting.
Since it may take some time for an expense or invoice to pass through various stages in the flow until it is paid out to the employee, the submission date may differ from its approval, review, and payment dates. For transaction data, since the import date of the card transactions captured in Yokoy may slightly vary from the dates of the card transactions, extend the date range in this section by a couple of days.
For expenses and invoices, you can choose which type of date you want to use for data selection using Date field. Indicate the period using the From / Until fields. You can use the calendar to select the date or type the date using the standard format for your profile.
Define the reporting scope
You can adjust the scope of the expense data included in the report using the Application of filter criteria section.
Depending on whether the report type is expense, invoice or transaction data, the filter criteria varies.
Expense and invoice criteria:
Employee: Restrict the report to individual employees or include all employees. By default, all employees are shown.
Previously approved by: Choose individual approvers or all approvers. By default, all approvers are shown.
Cost objects: Display a single cost object or all cost objects. By default, all cost objects are shown.
Status: Select a single, multiple or all statuses. By default, Needs revision, In approval, In review, Ready for export, Rejected, Exported, Ready for export (company card), and Exported (company card) statuses are selected.
Current approver: If approval rights have been temporarily delegated to another user, you can select the current approver.
Transaction data criteria:
Status: Select individual transaction statuses or all statuses.
Expense status: Select individual expense statuses or display all statuses.
✏️ Note
This section is optional. If you do not enter any selection criteria, Yokoy automatically uses the default settings when generating the report.
Define report structure
This determines the configuration for your output report. You can select:
Chart type: for visualizing the information. It can either bar chart or column chart.
Report currency: currency to be used to display amounts.
Report language: language in which headers and warning messages are shown.
You can select the data fields you want to include in your report by dragging and dropping them in either the Rows or Columns field. The data fields you drag to the Rows and Columns fields influences how information is displayed the chart as well as in the report later on. You can check how information is displayed before downloading the report using the Results section.
💡Tip
If you want to unselect data fields or change their order within the Rows or Columns field, simply drag and drop the corresponding data field. To insert all data fields in the Rows field at once, click (all), which you can find next to the Rows label.
In the Values (aggregated) dropdown list, you can decide the expense values to be displayed, selecting multiple values. You can display:
expenses: total amount or tax amount in report currency
per diems: reference amount, base amount, base rate, additions, deductions, additions reference rate, deductions reference rate, base amount reference rate, and base rate reference rate
mileage: the travelled distance
income tax
Once you have selected all values to display, click Generate report.
You can save the report configuration as a template by clicking the Save as new template button.
Display the results
The Results section displays a chart visualizing the information according to your preferences. To display detailed information on the aggregated values, hover over the chart. You can scroll subsequent rows of data by clicking the down arrow under the chart.
To download the full report, click download icon or the report.xlsx link. An Excel spreadsheet is automatically generated and saved to your downloads.
In the spreadsheet, the information is exported as configured. You can use pivot tables to allow you to analyze the expense data and adjust the output display as required.