Navigating Statement Report Details

Objective

After completing this lesson, you will be able to explain the Company Bill Statement Report details.

Report Details

Users select the Report Details dropdown menu to review and modify the automated report information.

They have the following options to choose from:

  • Report Header
  • Report Totals
  • Report Timeline
  • Audit Trail
  • Allocation Summary
  • Report Payments
The image displays a financial report screen for an American Express purchasing card. The top section shows the card details, report number, and total amount. A highlighted Report Details dropdown menu lists options such as Report Header, Report Totals, Report Timeline, Audit Trail, Allocation Summary, and Report Payments. Blue buttons for Delete and Allocate appear below the menu. Two payment transactions with their types and expense categories are shown in the lower section.

Report Header

Users have the ability to modify the Report Header fields as necessary.

The Report Name and Business Purpose fields are automatically filled with the date range and information from the P-card statement.

The image displays a report header screen for an American Express purchasing card. The top section shows the card policy, report identification, amount, and date. Key fields include report name, business purpose, currency, approval status, and report type. Additional fields show country, department, and cost center. Spaces for project, billable, and comments appear at the bottom. The layout uses labeled boxes for each field and highlights key sections.

Report Totals

This screen displays the details of the statement report. It opens automatically after submission or can be accessed by selecting Details and then Report Totals.

  1. The Report Total amount should correspond to the Total Paid by Company amount.
  2. The Report Total must match the statement balance provided by the card issuer.

Note

The company is responsible for the card issuer's payment and needs to settle it in full each month.
The image displays a report totals screen for a financial statement. The top section shows company payments with zero for the employee and $1,340.69 for the card. The employee payments section lists zero for the company. The lower section provides totals for amount, amounts due, and payments, all showing $1,340.69 for the card and zero for the employee and company. Cancel and submit report buttons appear at the bottom right.

Report Timeline

Utilize the Report Timeline to view or modify the approval workflow.

Users can view or modify the Approval Flow assigned by your company.

Depending on the configuration, they might not be permitted to change the assigned Manager Approval or Approval for Processing steps.

The image displays a report timeline screen for an American Express purchasing card. The left side shows the approval flow with steps for manager approval and approval for processing. The right side presents a report summary with submission details and pending approval status, including user and date information. A close button appears at the bottom right.

Audit Trail

Use the Audit Trail to:

  • Check the status of the statement report.
  • View a timeline of expense report activities.
  • View time-stamped transactions and related actions at the Report Level and Entry Level.
  • View audit-level activities.
  • View comments provided by the Manager Approver and the Back Office Admin.
  • See the receipts assessed by the Manager Approver.

Note

The Audit Trail shows transactions only after you have submitted the report.
The image displays an audit trail screen for an American Express purchasing card report. The top section lists report-level actions with date, user, action, and description. The actions include approval status changes, agreement acceptance, and report recall. The lower section shows entry-level actions, such as attaching a receipt image, along with related details. A close button appears at the bottom right.

Allocation Summary

Refer to the Allocation Summary for a list of allocation codes and their corresponding amounts used in transactions.

The image displays an allocation summary screen for an American Express purchasing card report. The top section shows the card details and total amount. A note explains that allocation amounts may not exactly match the expense amount due to rounding. Below, a table lists allocation codes, descriptions, and amounts for different departments and locations. Three entries appear with amounts of $695.69, $322.50, and $322.50. A close button is at the bottom right.

Report Payments

Use the Report Payments option to check the status of the payment for the statement report.

The payment information will be visible once the report begins the banking process.

The image displays a report payments screen for an American Express purchasing card report. The main section shows a dropdown menu with the Report Payments option selected. A pop-up window states that payment details are pending and will appear when the report enters the banking process. A close button is located at the bottom right of the pop-up window.

Summary

  • Using the Report Details dropdown menu, you can review and modify report details, including header, totals, timeline, audit trail, allocations, and payments.
  • Ensure Report Totals match both the company-paid amount and the card issuer’s statement balance.
  • Use the Audit Trail to track report status, activities, comments, and receipts after submission.
  • View or edit the approval workflow in Report Timeline, with changes limited as per company configuration.
  • Check payment status once the banking process for the statement report begins.

Learning

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