Reporting on expenses

• Once fully approved and exported, expenses transactions are available to review in Oracle Financials through normal reports, for example:
  • UO GL Transactions Listings Report 
  • UO Actual Expenditure Enquiry
  • UO AP Metrics Overview Report
  • UO Project Status and Activity report
• When reviewing transactions in Oracle, eExpenses transactions can be identified by the invoice number, which consists of the claim key from eExpenses followed by 'CONCUR', for example 43111766-CONCUR
• Oracle Financials remains the key source of information on transactions

By August 2021, departments will have access to expenses information via the following dashboards and tools:

• User Access Dashboard: information on approvers, Preview Delegates and BI Managers. Review of this data forms part of process for managing access to eExpenses
• Month-End Dashboard: brings together data from Oracle and eExpenses allowing departments and divisions to take assurance over compliance with the Expenses Policy and principles, the efficiency of the process, and that approvers are carrying out checks appropriately
• Reports Analysis and Action Tool: information on expense claims not yet submitted or submitted and in the workflow to prompt approval where appropriate, or inform accrual calculations or budget monitoring

See the Dashboards webpage.

In addition to receiving information via the distributed dashboards, departments can run reports directly from SAP Concur by setting up a BI Manager (see Managing access to eExpenses for information about how to do this). Please note:

• Only one BI Manager can be set up per department
• BI Managers are assigned to claimants in departments and can view data on those claimants (not on transactions charged to the department)
• Only one BI Manager can be set up per department and are assigned at department level (there is no hierarchy in eExpenses to link departments to divisions or subdivisions)
• BI Managers have access to all standard reports available within eExpenses but, due to the way the University has implemented the system, it is not always straightforward to interpret data so caution is recommended
   

The BI Manager Reporting QRG (Quick Reference Guide) (PDF) includes information on how to run reports.