Filtering your expenses is a quick and easy way to view and identify certain types of expenses. For example, you can filter out expenses according to expenses status, date of spend, category, etc. according to your needs.
Apart from filtering your expenses, you can also save or delete your commonly used filters and even share them with your colleagues.
Apply Filters
Click on Expenses from the left sidebar to navigate to the My Expenses section. This section includes all your expenses.
Select the tab under which you want to apply a filter- Unreported, Blocked or All Expenses. If you wish to create a filter for all your expenses, select the All Expenses tab.
On top of the list of expenses, you can directly filter the expenses using the quick filters described below:
Expense Status: You can filter out expenses using the Expense Status filter to view expenses that are Incomplete, Complete, Submitted, Approved, Processing and Closed. To learn more about Expense Statuses, click here.
For example, you can choose the Incomplete Expense Status to filter out all Incomplete expenses and proceed to complete them.
Policy Violation: You can click on Yes or No to filter out expenses that violate or do not violate your organisation's expense policies. For example, if your organisation allows food expenses of only up to $30, any food expense above this amount will be flagged as a policy violation.
Date of Spend: You can filter out expenses according to the date of spend. You can either use a preset time period like "This Week", "This Month", "This Quarter", or choose your own custom dates.
Card Number: If you use corporate credit cards provided by your organisation, you can also filter out expenses made by different cards. For example, if you use 3 different corporate cards provided by your organisation, you can separately view the expenses for each card using this filter.
More Filters
Apart from the quick filter, there are many more filters that you can use on your expenses. To apply these filters, click on the More Filters icon.
In the Apply Filters box that appears, select the Field from the drop-down menu, using which you want to filter your expenses. For example, Category, Merchant, Project, Currency, etc.
After selecting the field, select the Condition that you want to check for the field that you have chosen. For example, if you have chosen "Category" field, you can filter expenses made under different categories such as "Taxi", "Food", "Supplies", etc. by adding these values here. If you have chosen "Merchant" field, you can filter expenses made to different merchants such as "Amazon", "Uber", etc. by adding these values here.
Click on Apply Filters to confirm your choice.
Once you have applied your chosen filters, your expenses will be displayed accordingly.
Add Multiple Filters
To add multiple filters simultaneously, click on the Add Filter button while applying filters. You can create as many conditions as you need using this option.
Remove Filters
The list of expenses will get updated as per the conditions of the filters applied. To remove the applied filters click on Clear All.
Save and Share your Filters
You can save filters if you use them frequently. For example, if you regularly need to view all expenses made under towards "Food", you can save a filter for this action accordingly.
To save any filter, first apply the combination filters you want to save. Once applied, click on the bookmark icon next to the filters.
In the Save Filter box that appears, enter a name for the filter. If you wish to share the filter with your colleagues, toggle the Share Filters option to Yes. Click on Save Filter to save the changes.
Use Saved Filters
You can view and use previously saved filters by clicking on the Saved Filters drop-down next to the filters.
Any filters created by you that are not shared with your colleagues will appear under Personal Filters. Any filters created by you or another colleague that are shared with your organisation will appear under Shared Filters.
To learn about how you can filter your expense reports, read on here.