The content of this article applies to our web app.
Below, you'll find a guide on how to run analyses and create reports on spend data with Yokoy. Depending on the approval strategy of your company (either line manager approval or cost object approval) you are able to analyze either the expense data of your team (as a line manager) or the expense data of your cost object (as cost object owner).
The bullet points below are linked to the individual sections to allow you to skip directly to the topic you need.
Step 1: Getting started
To start analyzing your team's spend data, go to the Manager menu and select the Analytics tab.
Step 2: Preparing the data
In the white workspace you'll find several sections that will enable you to refine your data.
The first section, Selection of the date range, allows you to narrow down your data by choosing a specific start and end date. Since expense reports pass through various stages until paid out, the submission date of an expense usually differs from its approval, review and payment date. Therefore, you can additionally specify the date field you would like to focus on.
The next section, Application of filter criteria, allows you to adjust the scope of your data based on the following criteria:
Company: Select the company in which the spend you want to analyse is
Status: Here, all or specific statuses of expenses can be selected. Multiple statuses can also be selected at the same time
Employee: Here, you can only select one or multiple direct reports. Note that you can either run an analysis based on employee data, or cost object data, but not both.
Cost objects: Here, multiple or individual cost objects can be selected. Depending on your company settings in Yokoy, you can either only select the cost objects you are directly owning or in addition, all sub-cost objects of the cost objects you are directly owning. Note that you can either run an analysis based on employee data, or cost object data, but not both.
Note that this section is optional. If no adjustments are made, the system automatically uses the default settings when creating a report later on.
The third section, Define report structure, represents the main configuration tool for creating your report and performing your analysis. In the top row you can select the Chart type for visualizing the information, the Report currency, and the Report language.
The bottom row allows you to select the data fields you would like to include in your analysis by dragging and dropping them in either the Rows or Columns field. Please consider that the decision which data fields to place in the Rows field and which to place in the Columns field influences the display of information in the chart as well as in the report later on.
Hints:
If you would like to unselect data fields or change their order within the Rows or Columns field, simply continue using the drag and drop function.
To insert all data fields in the Rows field at once click on (all), which you can find directly next to the word Rows.
Lastly, in the Values (aggregated) drop-down list below the Columns field you can decide what expense values are displayed (multiple fields can be selected).
You can display:
the expense values as total amount or tax amount in report currency
the per diem as reference amount
the travelled distance of mileage expenses
If you are satisfied with your configurations, click on Generate report.
Step 3: Displaying the results
In the Results section on the bottom of the white workspace you'll find a chart visualizing the information according to your preferences. To get detailed information on the aggregated values, simply use your curser to hover over the chart.
If you would like to download the full report, click on the download button in the Results section. Now, an Excel spreadsheet is automatically generated and saved to your downloads. In the spreadsheet the information is displayed in a pivot table, which increases the transparency of your data and enables you to make further inferences.
Now, it's your turn to perform your own analyses for your team!