Reports

Preferences

To set up reports preferences:

• Click Admin View on the left sidebar.
• Go to Settings on the left sidebar.
  (OR)
  Click Settings in the top right corner of the page.
• Go to Modules under Customization.
• Click Reports.
• Under the Preferences tab, you can configure the following:

Auto-Generate Report Number

You can provide your own prefix or the auto-generated prefix, and specify a Start With number or use the auto-generated number.

Report Name Automation

Generate report name automatically: You can auto-generate report names by choosing the placeholders with which a report name should be created. Click the Placeholders dropdown and select the preferred placeholders. For example: If you select Customer and Trip Number, the report name will bear the name of the customer with which the report is associated followed by the number of the trip with which the report is associated.

Customize PDF Templates

You can configure how you want to see your report when you export it in PDF by clicking Go to PDF Templates.

Custom Status

In addition to the pre-defined statuses, Zoho Expense allows you to create new custom statuses for your Submitted, Approved, Rejected, and Reimbursed reports. In your business, when you approve and reimburse reports, you may have intermediate stages such as Reimbursement Initiated, Reimbursement Pending, or more. If you want the stages in your business to match with the report’s status in Zoho Expense, you can create them as custom statuses using the Custom Status option.

Click + New to add more custom status and click - to delete a custom status.

Apply Custom Status to Reports

To change the status of the reports:

• Go to Admin View and click Reports on the left sidebar to view all the reports that are submitted across the organization.
  (OR)
  Go to My View and click Approvals on the left sidebar and click Reports to view the list of reports that are submitted to you for approval.
• Select the Submitted, Approved, Rejected, or Reimbursed report for which you would like to change the status.
• Click the Change Status dropdown at the top right corner and select the Mark as “Custom Status Name”.
• Confirm your action by clicking Confirm in the Change Report Status pop-up.

The report will be marked with the new status and will be considered as Submitted, Approved, Rejected, or Reimbursed as per your configuration.

Revert Custom Status

If you would like to change the applied custom status back to the corresponding status in Zoho Expense, you can revert it. To do this:

• Go to Admin View and click Reports on the left sidebar to view all the reports that are submitted across the organization.
  (OR)
  Go to My View and click Approvals on the left sidebar and click Reports to view the list of reports that are submitted to you for approval.
• Select the report for which you want to revert the custom status.
• Click the Change Status dropdown at the top right corner and select Revert Status to “Status Name”.

The report’s custom status will be reverted to the status you’ve configured.

Submission Preferences

Upon report submission, you have options to:

Configure the last day for report submission - This option allows you to set deadlines before which users are required to submit their expense reports every month. Users will not be able to submit their reports after the last day of submission of the respective month.

Allow submitters to attach documents to a report after submission - This option allows submitters to attach documents to a report even after submitting the report for approval.

Notify approver via email when reports are submitted - If you mark this checkbox, an email will be sent to the approver when a report is submitted for their approval.

Attach report as a PDF file to the notification email - Upon submission, the expense report will be sent as a PDF file along with the notification email to the approver.

Copy the submitter in the email - A copy of the report submission notification email will be sent to the submitter upon the submission of the report.

Receive a copy of the report - A copy of the report will be sent as an email to the user you select from the dropdown, once it is submitted.

Display Terms & Conditions - You can add the terms and conditions for the submission of reports. This will be displayed in the Submit Report page when a user tries to submit a report.

Approval Preferences

Approval preferences allow you to:

• Mandate reason for editing expenses.
• Allow approvers to reject the expenses in reports.
• Allow approvers to approve their own reports.
• Set the number of days within which an expense report should be approved. (Applicable from the date of submission)
• Notify approver when submitted reports are nearing their due dates.
• Restrict users from recalling a report if one of the approvers in the approval flow approves the report.
• A copy of the report will be sent as an email to the user you select from the dropdown, as soon as it is approved.

Send Notifications When

You can configure when you want to send notifications to the users. You can notify the users when reports are approved or rejected, marked as reimbursed and when comments are added to a report.

Chatlet Preferences

Chatlet enables you to initiate discussions with other users in Zoho Expense. This feature is powered by Zoho Cliq, an application that makes collaboration and communication easy for teams.

Choose the users for whom you want to enable Chatlet.

• Click Save.

Fields

While creating a report in Zoho Expense, you may be prompted to enter data in several fields. These fields might not be required or sufficient for your organization. In order to make your expense reporting experience more efficient, Zoho Expense provides you with the ability to customise existing fields or add more fields based on your organization’s needs.

You can add more fields by creating custom fields to receive additional information and choose the input fields your users would view. You can also choose to make these fields mandatory and add them to the report PDF.

Approvals

You can set up either hierarchical approval or custom approval based on the approval process for the reports in your organization.

Links and Buttons

In Zoho Expense, there are default buttons that are used to execute pre-defined functions. If you want to create a new button apart from the default buttons provided in Zoho Expense, you can create a new custom button and define a set of custom actions that can be executed when you click the custom button.

Custom links are external links that you can configure in Zoho Expense, which when clicked, will take you to external websites or resources in a new tab. You can also add placeholders in these links to redirect users to a specific record or page.

Report Types

Associate report types with expense reports to help users quickly identify the type of expenses within a report. You can easily classify reports based on their types and trigger custom approvals and workflows for different report types.

Validation Rules

Validation Rules in Zoho Expense help you create new rules that set restrictions for the data being recorded.

If the value entered in the field violates the condition you’ve set, an alert message is displayed, and the record is not created. The user will also be able to set multiple validation criteria for a single validation rule.