Expense ledger report

The Expense ledger report provides a list of current account balances for each employee. This report shows the beginning balance for the period you have selected as well as each transaction for each employee.

Use this report to see if the balance in the Expense Ledger agrees with that in the General Ledger and to see which employees have balances greater than zero.

You can filter the list by employee, location, department and payment group. Normally, the list shows only employees with balances greater than zero, but you can show zero-balance employees as well.

In the report, you can select an employee name to drill down to the Employee Information page.

Who typically needs this report?

• Accountants, controllers, anyone who needs to see which employees owe money.
• Accountants and controllers who need to balance the Expense ledger and the control account.

You can find the Expense ledger report by going to Expenses > All > Reports > Expense ledger.

View a monthly report

1. Generate the report.
2. When the report settings page appears, select View.
   A report showing results for the default reporting period appears in your browser.
3. Optional: Select Customize to refine the report, and follow the steps in the following section, Customize and Run.

Customize and run

Before running the report, you can select the time period and types of items to include as well as specify how you want the report to appear.

1. Select the reporting period from the dropdown menu, or enter the start and end dates you want the report to cover. If you do not specify a reporting period, the system generates a report for the current month to date.

   You can specify either the reporting period or the start and end dates, but not both.

2. Set the filters to get the specific data you want.

   Filters enable you to include or exclude specific types of data in the report, such as supplier and location. As a general rule, to get fewer and more precise results in your report, set more filters.

3. Format the report.

   Format options vary from report to report. Generally, you can set the layout of the report and/or arrange how to group and display the data contained in the report.

4. Type a title, subtitle, and footer text for your report.

5. Do one of the following:

   How to work with reports

   To:	Select:
   View the report now, in your browser.	View
   Display the report in PDF format so you can print it or save it to your local drive.	Print
   Generate the report and store it for later access. Available formats include HTML, printable (PDF), Excel, CSV (comma-separated value), and Text. Reports can be stored: In Intacct In the My stored reports list Delivered to a cloud storage location, such as Dropbox Learn more about processing and storing reports.	Process and store
   Add the report to your dashboard.	Add to dashboard
   Memorize (that is, save) the report in the Memorized reports list so that later you can refer back to it or modify and re-run it. You can schedule memorized reports to run on a recurring basis. Intacct can automatically email the reports or deliver them to a cloud storage location.	Memorize
   Export the report to a separate file that you can then distribute or save to your local drive.  Available file formats vary among reports.	Export

   After you run a report, you can either email it to others or return to the Report Settings page to refine the results.

   Share and refine reports

   After running the report, to...	Select
   Email the report to others.	Email
   Return to the main report page and refine the report further.	Customize

Time period

You can use one of the numerous pre-defined reporting periods available from the Reporting Period and As of Date boxes, or create your own reporting period using the Start Date and End Date boxes.

To set the time period to search:

In the Time Period section, do one of the following:

• Use a pre-defined reporting period:
  1. Select the Reporting period down arrow, and then select the period you want.
  2. Enter an As of date (the date that will be used as a baseline for the period you select; leave blank for today's date).
• Specify your own reporting period by entering a specific Start date and/or a specific End date.

The following table describes each item in the Time Period section of this report settings page:

Time Period Box	Notes	Limitations
Reporting Period	These periods are relative to the As of date. All periods begin on the first day of the period, such as the first day of the month, quarter, or year that you select.	Only works with As of Date. Does not apply if you select a Start Date or an End Date.
As of Date	Leave this box blank to use today's date.	Only works with Reporting Period. Does not apply if you select a Start Date or an End Date.
Start Date, End Date	Leave the Start Date blank to include all information from the earliest date you entered data into your company up to and including the end date. Leave the End Date blank to include all information from the start date up to today.	The format must be: MM/DD/YYYY
Prompt on Run	Select this checkbox to force the system to wait for you (or anyone using this report) to enter a location, department, and/or time period before it will run the report.

Report filters

You can filter the list of employees by name or type. You can also choose to suppress or display accounts with zero balances.

To set filters to refine your report results:

1. To set the report to show results for a specific employee, select the Employee dropdown, and then select the name of the employee you want the report to cover.
2. To filter the report by geographic location, type the name of the region, country, state or territory, or city in the Location box, or select the down arrow, and then select the location you want from the list that appears.
You must enter or select a location to run this report at the top level. The location you specify is used to determine the appropriate currency.
3. To filter the report by department within the company, type the name of the department in the Department box, or select the down arrow and then, from the list that appears, select the department you want.
4. To filter by payment group, select the Summary dropdown, and then select the summary you want the report to cover. To include all summaries, don't select anything.
   For multi-currency companies: You can filter transactions based on a specific currency. To do this, select the Transaction Currency down arrow, then select the currency you want the report to show. If you don't select a currency, the report includes transactions in your base currency.
5. Select Document date to base your report on the date that its corresponding document was created, or select GL Posting Date to base it on when the transaction posted to the GL.
6. Select the Show employees with no activity checkbox to include all employees on the report, even if there is no activity for a particular employee.
7. Select Show employees with zero balance to include employees with zero balances as well as those to whom a balance is due.

Filter Box	Notes	Limitations
Employee	Enables you to get data only for the employee you specify here. By default this box is blank, which means the report will get results for all employees.
Location	Enables you to limit report results to a specific location.	Only appears for multi-currency, multi-entity companies.
Department	Enables you to limit report results to a specific department.
Individual Report	Select this checkbox if you want each entity or department and/or location to have its own report page.	Due to their potentially large size, reports with departments and locations on individual pages can be run offline only. Therefore, if you select the Individual report option, you can select only Process and store.
Prompt on Run	Select this checkbox to require you (or anyone using this report) to enter an entity or location and department before it will run the report.
Summary	Enables you to get data only for the summary you specify here. By default this box is blank, which means the report will get results for all summaries.
Based on	You can choose to base the report on either when the corresponding document was created or when the transaction was posted to the GL.
Show employees with no activity	Select this checkbox to list all employees, even if there is no activity for an employee.
Show employees with zero balances	Select this checkbox to list employees who have zero balances along with those to whom a balance is due.
Transaction Currency	Enables you to specify the currency. By default this option is clear, which means the report contains transactions of all currencies. However, the report itself is in base currency.	This item appears if your company uses foreign transaction currencies. If so, you can select transactions of a specified currency. If you make no selection, the report contains transactions of all currencies. However, the report itself is in base currency.

Formatting

Use this section to specify the sort order of the report.

To format this report:

1. To sort the report results, select the Sort By dropdown, and then select the category to sort by: employee ID, first name, or last name.
2. To change the page layout, select the Page Orientation dropdown list, and then select either Portrait or Landscape.

Titles and footer

Titles, subtitles, and footers apply only to the print versions of this report. Export to Excel or CSV, or select Print for a PDF version.

1. Enter the title in the Report title 1 box.

   • This title displays in large type at the top of the page, directly under your company name.
   • You can enter over any default name that the system might have automatically supplied in this box.

2. Enter the subtitle in the Report title 2 box.

   This subtitle displays in smaller type, directly beneath the main title.

3. Enter the footer text in the Footer text box. Footer text displays at the bottom center of the report.

When outputting to PDF, Standard reports automatically include the Created on timestamp and page number at the bottom of the page.