Expense Report Transaction Listing
Reference Guide
Report Basics
What is the purpose of this report? What key business questions
does this report answer?
Who uses this report? How often is the report
refreshed with data?
The Expense Report Transaction
Listing provides a listing of Concur
transactions, including employee
reimbursement and credit card
transactions from Concur.
Drill to this report from the
Transaction Detail by Chartstring
report, when you want to review the
details of a particular expense –
including credit card transactions
and out‐of‐pocket business expenses
What transactions are charged
to a ChartField or chartstring?
What are all the expenses
related to a particular trip or a
particular expense report,
whether paid by credit card or
not?
Can I see the receipts for a
particular trip?
Individuals with Financial
Management functions at any level in
an academic department program or
center, and an administrative or
central department.
Individuals responsible for managing
or tracking multiple departments,
programs, sites or projects.
Nightly
How do I navigate to the report?
1. Log into the Prime Portal (http://prime.princeton.edu).
2. Click the Reporting button to open the Cognos application.
3. Click the Buying & Paying folder.
Where do I go for additional help?
For technical and business questions:
o Until September 30, 2014:
Prime Support Center (PSC)
Phone (609) 258‐7100
Email
[email protected]
o
Starting October 1, 2014:
Financial Service Center or OIT Help Desk
For training materials, go to the Prime portal
(http://prime.princeton.edu
) and navigate to Information & Training
> Training & Step‐by‐Steps > Financial Management & Reporting.
Expense Report Transaction Listing
Reference Guide
Revision 01
Page 2 of 5
Using the Report
What key prompts should I use to run the report, when run standalone?
Field Description
Fiscal year The 12‐month period used for Princeton financial reporting beginning July 1 and ending June 30.
Accounting period The month in which the financial events took place. July is period 1, August is period 2, September is period 3, and so on.
Employee Name Name of the employee
Report Key Auto‐generated Concur number assigned to the report that uniquely identifies an Expense Report
Department Organizational unit responsible for revenues and expenses, and typically contains people and a budget. You can run this report
for all or selected Departments. When no selection is made, the report returns data for all Departments.
Fund Used to track the source of funding. You can run this report for all or selected Funds. When no selection is made, the report
returns data for all Funds.
Account The natural classification of revenues (tuition, grant), expenses (salaries, supplies), assets (cash, property), liabilities (accounts
payable, accrued liabilities), and net assets. You can run this report for all or selected Accounts. When no selection is made, the
report returns data for all Accounts.
Program An activity owned and managed by one or more departments, academic programs, or individuals. The activity typically spans
Funds, Accounts and Departments while aggregating expenses and revenues around a common purpose. Program does not
disaggregate balances tracked in other ChartFields. Program does not necessarily have a specified beginning and end date. You
can run this report for all or selected Programs. When no selection is made, the report returns data for all Programs.
Project A collection of detailed transactional information related to grants, non‐grant sponsored research, and capital projects with
specific beginning and end dates. You can run this report for all or selected Projects. When no selection is made, the report
returns data for all Projects.
Expense Report Transaction Listing
Reference Guide
Revision 01
Page 4 of 5
How do I interpret the report?
Column Name Description
Employee Name Name of the employee
Receipt Image Image of all the supporting receipts for the
expense report
Report Key Auto‐generated Concur number assigned to
the report
Report Name “Statement Report [report date range]” or
user‐specified name for the expense report
Expense Report
Amount – Total
Total amount of all the expenses in the report
Expense Report
Amount – Approved
Approved total amount of all the expenses in
the report
Trip ID User‐defined value that groups expenses by
trip
Expense Line Number Concur expense line number associated with
the Expense Report
Transaction Date The date the charges are incurred on the
Credit Card
Expense Type Type of Expense (e.g., air fare, hotel, car
rental, etc.)
Expense Sub Type Sub‐category that further describes the
Expense Type
Business Purpose
Description
User‐defined description for the purpose of
the expense
Vendor Name Name of the vendor
Column Name Description
Transaction Amount Amount charged on the credit card in the local
currency
Journal Amount Expense amount posted to PeopleSoft
General Ledger
Payment Type Type of payment: Departmental Purchasing
Card or Princeton Travel Card, or Out of
Pocket
Credit Card
Transaction Reference
Number
Unique bank transaction number for the
expense. Links to the Credit Card Transaction
Listing report.
Fiscal Year Fiscal year the transaction is posted to
PeopleSoft General Ledger
Accounting Period Accounting period the transaction is posted to
PeopleSoft General Ledger
Department Department to which the expense is charged
Fund Fund to which the expense is charged
Account Account to which the expense is charged
Program Program to which the expense is charged
Site Site to which the expense is charged
Project Project to which the expense is charged
Activity Activity to which the expense is charged
Expense Report Transaction Listing
Reference Guide
What else should I consider?
Item Description
Page breaks on Employee Name
Grouped by Report Key/Report Name
Additional totals Expense Report Amount ‐ Total
Drills from which
report(s)
Payables Detail Report, Transaction Detail
by Chartstring Report
Drills to which report(s) Credit Card Transaction Listing Report
Links to Images of supporting receipts
What tips & tricks can help me use this report
effectively?
When you perform a search on the Prompt page, you can enter a
wildcard (%) at the beginning, middle, and/or the end of your
search criteria. Wildcards are used in place of unknown characters
if you do not know the exact value for a prompt.
To specify a Department(s), you can use the Select and Search
prompt. Or, to select multiple departments or an entire
organization, use the Tree Prompt to drill down through the
Department Hierarchy data.
To search by Fund, Account, Program or Project, click Yes under
Display Other ChartField Prompts.
Select one of the View in Excel Options to download the report in
.xlsx or .csv format. Using Excel features, reformat the report
output as needed.
For more information about navigating the Prompt page, refer to
the Cognos basic navigation courses.
For more information about chartstrings and ChartFields, refer to
the Choose the Right ChartField page on the Prime Portal.
