Managing expenses just got easier! Alaan’s Accounting menu is packed with features to simplify your accounting tasks like filtering, bulk actions, exports, and automation. Let's take a closer look!
What’s the "Expenses to Prepare" tab?
This tab is where you review and prepare expenses before exporting them. Once all the necessary details are filled in, you can move them to the Ready to Export tab.
The expenses are grouped into these categories:
Ready for Review: Approved expenses waiting for mandatory fields to be completed.
Awaiting Approval: Expenses pending approval.
Awaiting Submission: Expenses waiting for the cardholder’s submission.
Rejected: Expenses rejected during approval (exporting these isn’t advisable).
What tools are available above the table?
You’ll find a handy toolbar with options to streamline your workflow:
Search Bar: Quickly locate specific expenses.
Advanced Filters: Narrow down results by employee, vendor, or category.
Customise Columns: Decide which data fields are visible.
Sort By: Organise expenses by newest or oldest.
Pagination: Control how many expenses are displayed per page.
What’s in the expenses table?
Each row in the table shows key details for an expense, and on the far right, there’s an Action Column. Use this to mark expenses as "Ready for Export" after filling in all required fields.
Want to adjust what fields are mandatory? Just click the Settings button at the top.
Tip: If you're both an accountant and part of the approval flow, the "Mark Ready" button does double duty: it approves the expense and marks it ready for export.
Can I perform bulk actions?
Absolutely! Save time by managing multiple expenses (Upto 50) at once:
Bulk Select: Choose multiple expenses or select all.
Bulk Edit: Apply changes (like marking expenses ready) in one go.
What’s the "Ready to Export" tab for?
Expenses you’ve prepared will appear here, ready for export. Sub-filters like Approved and Cleared help you find ideal expenses for export.
When exporting:
If you’ve integrated with an accounting tool (like Xero), expenses are sent directly.
If not, a CSV file will download, marking those expenses as manually exported.
Where can I see exported expenses?
Head to the Exported Expenses tab. Here, you’ll find all successfully exported expenses, and you can download them as a CSV if needed.
What happens if an exported expense is updated?
Updates like comments or amount changes post-export will appear in the Post Export Updates tab. This serves as a reminder to adjust these in your accounting records.
What’s the Accounting Automation tile?
Next to the tabs, there’s an Accounting Automation tile. Click it to configure automation settings for your accounting workflow. You can learn more about this feature here.
What other features are at the top of the page?
Date Filter: Choose a custom date range or predefined timeframe to view relevant expenses.
Download Receipts: Download receipts for specific employees or expenses over a chosen period. You can learn more here.
Download Balances: Export a CSV report of expenses filtered by wallet or type. You can learn more here.
What can I manage under Settings?
Click the Settings button to open a side menu where you can:
Configure accounting fields like categories, GL accounts, tax codes, and vendor details.
Sync these fields from your ERP or add them manually.
Customise your view settings to personalise the page layout.
