Print Preview

The print preview feature allows you to see exactly how your expense report will look before you save or print it. This view of your expense report organizes all key information into clear sections so you can quickly confirm that everything is complete and accurate.

To preview an expense report in a printable format, select the Print Preview option from the View Tasks navigation menu on the left side of the screen.

The Print Preview window will open, and you will be able to see your expense report in a ready to print format for your ease and convenience. 

Navigating the Printable Expense Report

In the printable preview, the Expense Report will be formatted with several key areas: 

• Report Summary

• Report Detail

• Weekly Expense Summary

• Accounting Information

• List of Attendees 

Hovering over the top of the Print Preview window reveals navigation tabs for each section, allowing you to jump directly to any section without scrolling.

You will also find options to Save or Print the report:

• Clicking the Save icon will automatically download the report to your device.

• Clicking the Print icon will open the print settings to initiate printing the document. 

Detailed Breakdown of Print Preview Sections

Report Summary

• Expense Report Header:

  • Expense report name

  • Tracking number (unique ID of the expense report)

  • Expense report timeframe (start and end dates)

  • Created by (the user who submitted the report)

• Author Information

  • Author name (name of the user who created the report)

  • Email address (of the author)

  • Reimbursement currency (the currency of the report)

• Report Settlement Breakdown

  • Expense report total

  • Cash advance

  • Paid directly by the company (amount out of the total)

  • Amount due to the employee

• Currency Details

  • Currency used in the report

  • Amount spent per the selected currency

  • Average rate

  • Total amount in home/default currency

• Tax Information

  • Tax type based on the expense location

  • Reclaimable status (Yes/No if certain taxes can be refunded or recovered)

  • Tax amount

  • Currency and exchange rate

  • Total tax amount in home/default currency

• Category Details

  • Category of the expense

  • Number of expenses per category

  • Amount spent per category

  • Reclaimable taxes per category

  • Expense total less reclaimable taxes

• User Details

  • User Name (creator or report subject)

  • Actions performed (created, edited, etc.)

  • Timestamp of each action

Report Detail

• Expense Details

  • Expense Information (category and vendor)

  • Receipt Total (total amount per expense)

  • Exchange Rate

  • Converted (amount according to the exchange rate)

  • Tax (types applied to the expense)

  • Tax Amount

  • Net General Ledger Amount (total minus taxes

Weekly Expense Summary

• Expenses Summary

  • Expense Information (period of the expense report - start and end dates)

  • Expense Total (total amount of the expense report)

Accounting Information

• Expense Report Header

• General Ledger Account Code Summary

  • GL Code

  • Debit accounts for the expenses

  • Credit accounts for the payments

List of Attendees

• Vendor

• Category

• Date Incurred

• Payment

• Total

Note: If there were no expenses that included attendees, this section will be empty. 

Print Preview with Attachments

The Print Preview with Attachments menu option allows you to preview in the same way, except that you will also be able to preview all receipt attachments of the selected Expense Report.