The content of this article applies to our web app.
As a Submitter, three of your most important dashboards in Yokoy are the Submitter / Single expenses, Submitter / Trip expenses, and Submitter / Card transactions menus. While the first provides you a complete overview of all single expenses you've uploaded into Yokoy, the second offers a similar overview of your trip expenses, and the last, if company cards are enabled, provides information about your company card transactions.
In these menus, you can filter single expenses, trip expenses and transactions to get the insights you need from your data. Below, you'll find a brief overview of the filter functions of all menus, and how to use them. Additionally, you'll find instructions on how to set up the general overview of your data to your individual preferences.
The bullet points here are linked to the individual sections to allow you to skip directly to the topics you need.
Single expense filtering
In the Submitter / Single expenses menu, you're able to view all single expenses ever uploaded to your account.
You can filter the expenses along their status, or along a time period.
To filter by status, select the Status drop-down menu and select from the following statuses:
Draft: You have created an expense report, but have either not yet submitted it or recalled it after submission.
Needs revision: The expense report has been sent back for revision during the approval or review process.
In approval: The expense report has been submitted and has been forwarded to the head of your cost object or your line manager.
In review: The expense report has been approved by the head of your cost object or your line manager and has been forwarded to your finance team for review.
Rejected: The expense report has been rejected. Rejected expenses cannot be submitted again.
Exported (expenses): The expense report has been exported by your finance team and is ready for payout or has already been paid out.
Exported (card expenses): The company card expense report has been exported along with the matching transaction by your finance team and is ready for payout or has already been paid out.
Note that you can only filter for one status at a time, and not multiple. A more in-depth overview of expense report statuses can be found in this article.
To filter by time period, input the beginning of the time period you'd like to sort by in the From field, and the end in the Until field. Note that by pressing on the calendar icon, you can select dates directly from a calendar.
Now, you can filter your expenses to have a full overview of which expenses you've submitted, where they stand in the approval process and whether any past expenses have not been managed yet.
Trip expense filtering
In the Submitter / Trip expenses menu, you're able to view all trip expenses you've created.
You can filter the trip expenses by their status in the approval process.
To filter by status, select the Status drop-down menu and select one or multiple of the following statuses:
Draft: You have created a trip expense report, but have either not yet submitted it or recalled it after submission.
Ready for submission: You have checked each single expense in the expense report and marked it as Ready. If there is no further single expense you want to add to your travel expense, the expense report is now ready to be submitted.
Needs revision: The trip expense report has been sent back for revision during the approval or review process.
In approval: The trip expense report has been submitted and has been forwarded to the head of your cost object or your line manager.
In review: The trip expense report has been approved by the head of your cost object or your line manager and has been forwarded to your finance team for review.
Rejected: The trip expense report has been rejected. Rejected trip expenses cannot be submitted again.
Ready for export: The trip expense report has been fully approved and reviewed, and is ready to be exported by your finance team.
Exported: The trip expense report has been exported by your finance team and is ready for payout or has already been paid out.
A more in-depth overview of trip expense report statuses can be found in this article.
Now, you can filter your trip expenses to have a full overview of which trip expense reports you've submitted, where they stand in the approval process and whether any past trip expenses have not been managed yet.
Transaction filtering
In the Submitter / Card transactions menu, you're able to view all your company card transactions that have been imported into Yokoy.
You can filter the transactions by their originating card, or along a time period.
To filter by card, select the company card you'd like to see the transactions of in the Credit card drop-down menu. If you'd instead like to see all card transactions, select (Clear selection) in the Credit card drop-down menu.
To filter by time period, input the beginning of the time period you'd like to sort by in the Starting date field, and the end in the End date field. Note that by pressing on the calendar icon, you can select dates directly from a calendar.
You'll also see two sets of statuses next to each transaction, which gives you more information about where your transaction is in the approval process. The Status of a transaction will be one of the following:
Matched: This transaction has been matched with the corresponding expense report
Not matched: A corresponding expense report is still missing for this card transaction
If a transaction shows the status Matched, meaning it has already been matched with an expense report, then the status of the corresponding card expense is also visible. The corresponding Expense status may be:
Reviewed: The corresponding expense report has been approved by the Manager and reviewed by the Finance user
Not reviewed: The corresponding expense report has yet to be reviewed (either both the Manager approval and the Finance review are outstanding or only the Finance review)
No status/blank: The transaction has not yet been matched with the corresponding expense report
Now, you can filter your transactions to have a full overview of which company card transactions you've had, where they stand in the approval process and whether any past transactions have not been managed yet.
General overview setup
In each of the menus listed above, you can define which information is relevant to your data overview. To do so, in any of the menus, click the three dots in the top right corner of the overview.
This opens a popup containing a drop-down menu of the columns in your overview. By selecting the drop-down menu, you can then choose which information you want to have displayed about your data.
Now, you can see the information that's relevant for you when looking at your data.