Expense Report
Lists every expense claim in your company with its amounts and status, filtered by employee, department, branch, category, status, type or date.
What it shows
The Expense Report lists the expenses in your company, one row per expense. Each row shows who submitted it, the department, the type, the date it was created, the tax, the amount submitted, the amount approved and the status. A Total row adds up tax, submitted amounts and approved amounts.
When to use it
- You need a list of all claims in one month, or all claims in one status such as Pending Approval.
- Finance wants the tax total for a set of claims.
- You want to compare what staff asked for with what was approved.
Open the report
In the menu choose Expense, then Reports, then Expense Report. The page heading is Expense Report. Choose your filters, then choose Generate. No filter is required: with none chosen you get every expense.
Filters
The filters sit in two cards: Filters and Date Range. To clear a dropdown, choose the small X beside it. Leaving a dropdown empty means "all". There is no "All" item in the lists themselves.
| Field | Type | Required | Details |
|---|---|---|---|
| Employee | Dropdown | No | Placeholder "All Employees". Lists every user by name. |
| Department | Dropdown | No | Placeholder "All Departments". Matches the department the employee had when they submitted. |
| Branch | Dropdown | No | Placeholder "All Branches". Matches the branch the employee had when they submitted. |
| Category | Dropdown | No | Placeholder "All Categories". Shows the category name only, active and inactive. Matches an expense that has at least one line in that category. |
| Status | Dropdown | No | DraftSubmittedPending ApprovalApprovedPartially ApprovedRejectedProcessingProcessedCancelledRecalled Placeholder "All Statuses". |
| Type | Dropdown | No | ClaimAdvance ClearanceCorporate CardPetty Cash Placeholder "All Types". |
| Date From | Date | No | Placeholder "Pick a date". Future dates cannot be picked. Matches the date the expense was created, not the date of the spend. |
| Date To | Date | No | Placeholder "Pick a date". Future dates cannot be picked. The end day is not included, see Good to know. |
The Quick Range dropdown (placeholder "Select a range") also appears above the dates. It fills Date From and Date To for you. Its options are: Today, Yesterday, Last 7 Days, Last 30 Days, Last 90 Days, This Week, Last Week, This Month, Last Month, Last 12 Months, This Quarter, Last Quarter, This Year, Last Year and Custom Range. It shows Custom Range after you edit a date by hand.
Columns
Choose which to show with Columns. Expense No. and Title are always shown.
| Heading | Meaning | How it is worked out |
|---|---|---|
| Expense No. | The expense number, for example EXP0101. | The document number. Always shown. |
| Title | The title the employee typed. | Copied as typed. Always shown. |
| Employee | Who submitted it. | Submitter name, or "—". |
| Department | The submitter's department. | Department stored on the expense when it was submitted, or "—". |
| Type | Claim, Advance Clearance, Corporate Card or Petty Cash. | Copied from the expense. |
| Date | When the expense was created. | Date and time as dd MMM yyyy HH:mm, or "—". |
| Tax | Tax on the expense. | Sum of the tax on all lines. Totalled. |
| Submitted Amount | What the employee asked for. | Total of all lines including tax. Totalled. |
| Approved Amount | What was approved. | Approved total, 0.00 if none yet. Totalled. |
| Status | Where the expense is now. | For example "Pending Approval". |
Rows are not grouped and not clickable. There are no pages: every matching row shows at once. Click a heading to sort in your browser. Amounts show two decimals with commas and no currency sign; all amounts are in Naira. Below the table you see the record count, for example "2 records". With no match you see "No data returned for the selected parameters." and "0 records".
How to read it
Filters: Department Sales, Status Processed, Quick Range Last Month.
| Expense No. | Title | Employee | Department | Type | Date | Tax | Submitted Amount | Approved Amount | Status |
|---|---|---|---|---|---|---|---|---|---|
| EXP0101 | Lagos client visit | Amaka Nwosu | Sales | Claim | 12 Sep 2026 09:14 | 0.00 | 85,000.00 | 80,000.00 | Processed |
| EXP0107 | Fuel for Abuja trip | Tunde Bello | Sales | Claim | 18 Sep 2026 16:40 | 1,250.00 | 25,000.00 | 25,000.00 | Processed |
| Total | 1,250.00 | 110,000.00 | 105,000.00 |
Row EXP0101 means Amaka asked for ₦85,000.00 and ₦80,000.00 was approved, so ₦5,000.00 was cut during approval. Row EXP0107 was approved in full and carried ₦1,250.00 of tax. The totals are 85,000.00 + 25,000.00 = 110,000.00 submitted and 80,000.00 + 25,000.00 = 105,000.00 approved. The footer reads "2 records".
Screenshot pending
Expense Report with the filter cards, the report toolbar and a results table with a Total row
- 1Choose filters. Leave a filter empty to include everything.
- 2Generate, then email, print or download.
- 3The Total row adds up Tax, Submitted Amount and Approved Amount.
Export and print
All five Expense reports share the same toolbar. Choose Generate first. Until you do, Email, Print and the download options only show the message "Generate a report first" (the CSV and Excel options say "No data to export").
| Button | What it does |
|---|---|
| Columns | Opens a list of every column. Tick the ones you want. Columns marked "(required)" cannot be unticked. |
| Generate | Runs the report. |
| Opens the Email Expense Report box. Type an address in Recipient email and choose Send. The report goes as a PDF attachment. You see "Report sent to" the address, or "Failed to send report". | |
| Opens the report in a preview window and saves a landscape PDF. Winlium does not use the browser print box. | |
| Download | Opens a menu: This page (CSV), This page (Excel .xlsx) and This page (PDF). The PDF is the same as Print. |
| Reset | Clears every filter, hides the results and restores the default columns. |
CSV and Excel files contain only the columns you ticked, plus a totals row where the report has totals. Files are named after the report and the date, for example expense-report-2026-10-06.csv. Column headings in CSV and Excel come from the field names behind each column, so they can differ from the headings on screen. For example the first column is headed Expense Number in a file but Expense No. on screen.
After you choose Generate, the report starts with a header block: the company name in capitals, the report title, Report ID, Date, Prepared By and Period. The Report ID looks like RPT-EXP-482. Winlium builds it from the clock when you generate, so it is not a stored number and two reports can show the same one. If no company name is loaded, the header shows the text SPLENDIDCOMM TECH LIMITED. Period shows the dates you chose, or "All dates". The filters you chose other than dates are not printed in the header.
Good to know
- Dates match the day the expense was created, not the day of the spend.
- Department and branch are those the employee had when they submitted. A person who has since moved still shows under the old department.
- Anyone who can open this report sees every employee's expenses. It is not narrowed to their own department or branch.
- If a report fails to load, the table stays empty with no error message. Choose Generate again.
- Leaving the page after you touch a filter may show the app's unsaved-changes prompt.
Who can see it
Custom role with Expense: ReadNeeds the permission expense:expenses:read. The filter dropdowns also read users, departments, branches and categories, so a role that lacks those sees empty dropdowns. Today only the Owner standard role holds Expense permissions, so everyone else needs a custom role. See Roles and permissions.