Navigating Statement Reports

Objective

After completing this lesson, you will be able to navigate Company Bill Statement Reports.

Accessing Statement Reports

Company Bill Statement reports are generated automatically for every billing cycle.

Users can access the statement report by navigating to:

Select Manage Expenses.
Select Active Reports.

The image displays a Manage Expenses screen with a report library. It shows an expense report for an American Express purchasing card with a balance of $1,340.69. The status indicates the report is not submitted.

Working with Expenses

While preparing a statement report, users cannot include Quick Expenses or manually input cash transactions.

Similar to Concur Expense, the Alerts section will display hard stops or warning notifications. Each flagged transaction requires review and action.

Typically, each transaction is assigned an expense type category. If a category is not assigned, it will be labeled as Undefined. Users are required to categorize these transactions appropriately.

The image displays an expense report screen with a list of transactions. It shows columns for alerts, receipts, payment types, expense types, and vendor details. The expense types include hotel, airfare, and several undefined entries. The vendor details list Hilton Hotels, Office Depot, Target, and American Airlines. The report status is not submitted.

Reviewing Alerts (exceptions)

Alerts are notifications that signify a rule violation. They can be found at the report, entry, or itemization level and are visible to you, the approver, or back-office staff.

They are represented by red or yellow icons. While all alerts require review, red exceptions must be resolved prior to submitting the statement report.

To resolve an alert:

Select transaction.
Select Edit.
Make necessary changes.
Select Save Expense.

Note

Throughout the statement period, users can review and clear alerts, update expense types, or attach receipts.

The image displays an expense entry screen with a highlighted alert and a transaction marked as undefined for $80.00. The details include vendor name, purchase location, payment type, and currency. The right side prompts the user to add a receipt. The lower section shows a list of expenses with CBCP Pcard as the payment type and options to add, edit, delete, or allocate expenses.

Allocating Expenses

Like Concur Expense, the Allocation feature is also accessible for statement reports. Users have the option to assign multiple allocation codes to one or more transactions.

To proceed, select the transaction(s) and then select Allocate.

Users can Add, Edit, Remove, or Save as Favorites for the selected transactions. They can view allocations as either Percent or Amount.

To add an allocation, users can utilize the New Allocation or Favorite Allocations tabs.

The image displays an expense entry for office equipment and hardware totaling $102.15 from Office Depot. The screen shows details such as transaction date, business purpose, and city of purchase. The Allocate button is highlighted. The right section shows the allocation screen, where the user can add a new allocation or select a favorite allocation and enter details such as country, cost center, and project.

Attaching Receipts

Users might need to attach receipts for certain transactions according to the company's receipt requirements.

There are two methods for adding a receipt to a transaction:

Select the arrow in the Receipt column when the transaction is closed.
Select the Attach Receipt link when the transaction is open.

The image displays an expense entry screen for printing, photocopying, and stationery with a total of $80.00. An alert at the top indicates that a receipt image must be attached. The details section includes the vendor name, transaction date, business purpose, and payment type. The right side prompts the user to add a receipt. The left section shows a list of expenses with CBCP Pcard as the payment type and options to add, edit, delete, or allocate expenses.

Submitting a Statement Report

The company’s configuration dictates the timing for submitting the statement report. This may occur when the period concludes or a few days later.

To submit a statement report, users need to review the transactions and resolve the red exceptions.

Next, select Submit Report.

After submission, they will return to the Active Reports page.

The image displays an expense report summary for an American Express purchasing card with a total amount of $1,340.69. The report status is not submitted. The screen lists two expenses from Office Depot for printing, photocopying, stationery, and office equipment. The top right shows buttons to delete or submit the report.

Working with Company Bill Statement Reports

When you are using Purchasing Cards, also known as P-Cards, the entire purchasing process is integrated with Company Bill Statements, providing your company with more control and visibility. This video shows you step-by-step instructions on how to modify a Company Bill Statement Report and submit it for approval.

Summary

Company Bill Statement reports are generated automatically each billing cycle and accessed through Manage Expenses, and then Active Reports.
Users must review transactions, resolve red exceptions, and categorize expenses before submitting the statement report.
Receipts can be attached to transactions using the Receipt column arrow or the Attach Receipt link.
Allocations can be assigned to transactions, with support for multiple allocations per transaction.
Statement report submission timing depends on company configuration; users return to Active Reports after submission.

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