Permission Required: Users with the Admin Profile, Expense Manager can access this feature
Regional Availability: Australia, India, Indonesia, Singapore, United States
Overview
As an admin user or expense manager in Volopay, you have the authority to oversee and manage all employee expenses made using the Volopay card. This guide offers a detailed overview of how to effectively monitor and control company-wide expenses through the Volopay dashboard. By leveraging the tools and features available, you can ensure financial accountability and streamline expense management, providing clear insights into spending patterns and enabling better financial decision-making across the organization.
Accessing the Expense Overview
To start, navigate to the Cards > Expense > Overview section. This page is typically accessible only to admin users and expense managers.
On the Overview page, you will see a dashboard with a summary of expenses:
Missing Details: This indicates the number of expense entries that are pending submission policy to be completed. You can remind user's to complete the policy requirements from the missing details slider.
Total Amount: The cumulative amount of all expenses created till date by all employees.
Total Cashback: If applicable, this shows the cashback amount received on expenses made via Volopay cards.
Total Number of Expenses: The total count of all company expense submitted by employees.
Filtering and Searching for Expenses
Use the “Search” bar to find specific expenses by employee name, expense category, or other details.
The “Date Range” filter allows you to view expenses incurred within a specific timeframe.
You can sort expenses by amount using the “Amount” and "Date" column.
Expense listing
Below the expenses are listed chronologically. For each expense, the following information is available:
Date: The date on which the expense was incurred.
Category: A brief description or category of the expense (e.g., “Ledger”, “Technology”).
Employee Details: The name of the user, last 4 digits of he card, along with their position title.
Review Status: Icons indicating whether an expense needs review, is approved or flagged.
Policy Status: Icons indicating whether the expense complies with submission policy.
Merchant Logos in Expense Tables and Sliders
Merchant logos are now displayed in the expense tables and sliders to make identifying merchants quicker and more intuitive. The logos are sourced dynamically through our Vendor Management System (VMS). If a merchant’s logo is unavailable, their initials will still be displayed.
Benefits:
Enhances the visual appeal and clarity of the expense interface.
Improves user experience by reducing effort in identifying merchants at a glance.
Generating Reports
For a comprehensive review or audit, generate expense reports by clicking on the Export icon and visiting the "Download” section.
