Managing Expense Reports Batches

Objectives

After completing this lesson, you will be able to:
  • Understand batch statuses.
  • View, close, and download batches in the Payment Manager.

Batch Status

Batches are expenses that are grouped based on the currency, payment type, and reimbursement method.

For example, USD: Employees Batch Paid By Company Check (via Accounts Payable).

The image shows a screenshot of the Payment Manager interface View Batches and View Funding tabs. The screen allows users to view batches of approved expenses and download transaction files. An advanced search option is available, including fields for Batch ID, Type, Funding Account Name, Closed Date (From/To), and a checkbox to hide unused batches.

This is the batch where the expense entries will be assigned to if the employee has used the Out-of-Pocket payment type, their local currency is USD, and the reimbursement method assigned to their profile is company check.

In the Payment Manager, expense report batches can have several statuses that indicate their current state in the processing cycle.

StatusDescription
OpenThe Open status indicates that the batch is currently accepting new expenses. Any expenses that are approved for payment will be added to the batch. This status allows administrators to continue adding expenses until they decide to close the batch.

Once the batch is closed, it will no longer accept new expenses. You can view the list of all expenses in the batch from the Payment Manager page.

CompletedThe Completed status means that the batch is no longer accepting new expenses. A file containing all the transactions has been generated for this batch. This status is typically used for batches paid by company checks.

You can download and import the transaction file into a financial system to pay employees or card transactions. The batch remains in this status until all payments are processed.

ProcessingThe Processing status indicates that the batch is closed, but an error prevented it from being sent. You need to address the error before proceeding with the payment process. This status helps identify and resolve issues before payments are sent out.

Once the error is resolved, the batch can be moved to the Sent status. You should regularly check for any processing errors to ensure timely payments.

SentThe Sent status means that the payments have been sent to the payment provider for payment. You can check the status of the payments within the batch for more details. This status confirms that the payment process has been initiated.

You can monitor the payment status to ensure that all payments are completed successfully. If any issues arise, you can take appropriate actions to resolve them.

Administrator Procedures

Use the Payment Manager page to process the expense reports to be reimbursed. You can perform the following tasks:

  • View payment batches.
  • Close and download batches.
  • View payment demand details.
  • View the status of payment batches.

Let's get started on learning about these tasks!

View Batch Information

Understanding how to view batch information is crucial for administrators managing expense reports. This section will guide you through the steps to access and review batch details effectively.

Steps

  1. To begin, navigate to the Payment Manager page. Here, you will find a list of all available batches. Locate the desired batch by checking the Count column, which indicates the number of expenses in each batch.

    The image shows the Payment Manager interface which allows users to view batches of approved expenses and download transaction files. It features two tabs labeled View Batches and View Funding. Below the tabs is an advanced search section with fields for Batch ID, Type, Funding Account Name, Closed Date (From and To), and a checkbox to hide unused batches. A blue Search button is also present.

  2. Select the number in the Count column to proceed. This action will open the Payment Demands For Batch Total tab, displaying the list of expenses included in the selected batch.

    Alt text: The image shows the Payment Manager interface which allows users to view batches of approved expenses and download transaction files. It features two tabs labeled View Batches and View Funding. Below the tabs is an advanced search section with fields for Batch ID, Type, Funding Account Name, Closed Date (From and To), and a checkbox to hide unused batches. A blue Search button is also present. The number 2 in the Count column is highlighted for emphasis.

  3. Once you have accessed the batch list, open the batch details. On the Payment Demands For Batch Total tab, you will see various columns with detailed information about each expense.

    The image shows a batch within the Payment Manager interface The batch has a unique identifier and a total amount of 25.00 USD. There are tabs for View Batches and View Funding at the top. An advanced search button is available, along with a summary. The details section lists columns for Report Name, Report ID, Payment Demand ID, Payee Name, Amount, Paid Date, Status, and Reference ID. Options to Send to Excel and View Batch Data are available at the bottom.

  4. Review the information provided for each demand to ensure accuracy. This includes checking the amounts, dates, and any other relevant details associated with each expense. This step is essential for verifying that all expenses are correctly documented before proceeding further.

    The image displays an Expense Report Summary dialog box. The summary includes the following details: Report Name: test; Report ID: 26BC01413047D45F821E; Report Total: 25.00 USD, Approved Amount: 25.00 USD; Amount Due Employee: 25.00 USD; Amount Due Card Issuer: 0; Approved Date: 10/01/2024 10:54 AM; Payment Status: Processing Payment.

  5. View Audit Trail. To gain a comprehensive understanding of the payment process, it is important to review the audit trail. On the Payment Demands tab, choose Payment Demand ID to access the audit trail for a specific payment demand.

    This will provide a detailed history of the payment, allowing you to track any changes or updates made. Review the audit trail to ensure that all actions and updates are accurately recorded. This step helps in maintaining transparency and accountability in the payment process.

    The image shows an Audit Trail for Payment Demand 115080 dialog box. The audit trail contains a table with four columns: Date/Time, Updated By, Action, and Description. The table includes two entries. At the bottom right of the dialog box, there is an OK button to close the audit trail.

  6. Once you reviewed all necessary information, you can close the batch tab. Select the X button on the Payment Demands For Batch Total tab to close it.

    Closing the tab will return you to the main Payment Manager page, where you can continue managing other batches or perform additional tasks as needed.

    The image shows a batch within the Payment Manager interface The batch has a unique identifier and a total amount of 25.00 USD. There are tabs for View Batches and View Funding at the top. An advanced search button is available, along with a summary. The details section lists columns for Report Name, Report ID, Payment Demand ID, Payee Name, Amount, Paid Date, Status, and Reference ID. Options to Send to Excel and View Batch Data are available at the bottom. X (close tab) is highlighted in yellow.

Close Batches

In this section, you will learn how to close batches in Payment Manager. This process ensures that all approved expenses are finalized and ready for reimbursement.

Steps

  1. Navigate to the Payment Manager page and locate the batch you wish to close.

    The image shows the Payment Manager interface, which allows users to view batches of approved expenses and download transaction files. It features two tabs labeled View Batches and View Funding. Below the tabs is an advanced search section with fields for Batch ID, Type, Funding Account Name, Closed Date (From and To), and a checkbox to hide unused batches. A blue Search button is also present. The main table lists batch details, including Total, Status, Count, Closed Date, Funding Account, and Reimbursement Method. One row is highlighted in yellow.

  2. Select the Close Now button to initiate the closing process. Ensure that all expenses within the batch are approved before proceeding. Once the batch is closed, it will no longer accept new expenses.

    The image shows the Payment Manager interface, which allows users to view batches of approved expenses and download transaction files. It features two tabs labeled View Batches and View Funding. Below the tabs is an advanced search section with fields for Batch ID, Type, Funding Account Name, Closed Date (From and To), and a checkbox to hide unused batches. A blue Search button is also present. The main table lists batch details, including Total, Status, Count, Closed Date, Funding Account, and Reimbursement Method. One row has a close now link highlighted in yellow under the Actions column.

    After closing the batch, the system will process the batch overnight. You will be notified when the batch is ready for download. This step is essential to ensure that all expenses are accurately recorded and processed. During this time, the batch status will change to Completed. You can monitor the status of the batch from the Payment Manager page.

Download Batches

In this section, you will learn how to download batches in Payment Manager. This process ensures that all approved expenses are finalized and ready for reimbursement.

It is important to wait for the processing to complete before attempting to download the transaction file. This ensures that all expenses are correctly included in the final file, ready for import into your financial system.

Steps

  1. Once the batch processing is complete (status is Completed), you will be able to download the transaction file. Locate the processed batch in the Payment Manager and select the Download File button.

    The image shows the Payment Manager interface where users can view batches of approved expenses and download transaction files. There are two tabs at the top labeled View Batches and View Funding. Below is an advanced search section with fields for Batch ID, Type, Funding Account Name, Closed Date (From and To), and a checkbox to hide unused batches. A blue Search button is also present. The main table displays batch details, including Total, Status, Count, Closed Date, Funding Account, and Reimbursement Method. One row has a download file link highlighted in yellow under the Actions column.

    This will prompt you to select a location on your computer to save the file.

    The transaction file contains all the approved expenses in the batch and can be imported into your financial system. Ensure that you save the file in a secure location for future reference and processing.

    Note

    The file format for the downloaded file is set on the File Export page, under the General Settings tab. For detailed instructions on how to set the file format on the Expense File Export page, refer to the course Setting Up Optional Configuration in Concur Expense (Standard Edition).

  2. Choose a location on your computer to save the file. Select Save to complete the download process. It is recommended to save the file in a designated folder for easy access.

    Once saved, verify that the file contains all the necessary information. This file will be used to reimburse employees or card transactions, so accuracy is essential. Keep a backup of the file in case of any discrepancies.

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