EM508 – Analysing Expense Data: Reporting and Insights with Dynamics 365 Project Operation
Introduction
In today’s data-driven business environment, the ability to analyse expense data is crucial for maintaining financial health and ensuring efficient resource allocation. Dynamics 365 Project Operation provides robust reporting tools that enable organizations to gain valuable insights into spending patterns, budget adherence, and overall financial performance. This article discusses the importance of analytics in expense management and demonstrates how to generate insightful reports that inform decision-making and drive operational improvements.
The Importance of Analytics in Expense Management
- Informed Decision-Making: Analytics empower organizations to make data-driven decisions regarding budgeting and spending, helping to optimize financial resources.
- Identifying Trends: By analysing historical expense data, organizations can identify spending trends and patterns that inform future budgeting and expense policies.
- Budget Adherence: Regular reporting allows organizations to monitor adherence to budgets and identify areas where overspending may occur, enabling proactive management.
- Improving Compliance: Analytics can help ensure compliance with internal policies and external regulations by providing visibility into expense submissions and approvals.
Generating Reports in Dynamics 365 Project Operation
Dynamics 365 Project Operation offers a variety of built-in reports that provide insights into expense data. Here are some key reports available for analysing expense management:
| Report Name | Description | Use Case | UI Path for Access |
| All Expense Reports | A comprehensive report listing all submitted expense reports, their statuses, and total amounts. | Use this report to review the overall spending across the organization and monitor the status of expense reports. | My Expenses > Process Expense Reports > All Expense Reports |
| Approved Expense Reports | Displays a list of all expense reports that have been approved, along with the associated details. | Ideal for tracking which expense reports have been approved and are ready for payment. | My Expenses > Process Expense Reports > Approved Expense Reports |
| Expense Reports in Review | Shows expense reports currently under review, detailing the approver and any pending actions. | Useful for managers to track reports they need to review and approve, ensuring timely processing. | My Expenses > Process Expense Reports > Expense Reports in Review |
| Expense Reports Assigned to Me | Lists all expense reports that have been assigned to the user for review and approval. | Helps users manage their workload by quickly identifying which reports require their attention. | My Expenses > Process Expense Reports > Expense Reports Assigned to Me |
| Expense Reports Assigned to My Queues | Displays expense reports in the user’s designated queues, allowing for effective workload management. | Useful for managing expenses across multiple projects or teams, ensuring nothing is overlooked. | My Expenses > Process Expense Reports > Expense Reports Assigned to My Queues |
| Personal Expenses Report | Provides a detailed summary of personal expenses incurred by each employee. | Enables HR and finance teams to monitor personal expenses for compliance and auditing purposes. | Enquiries and Reports > Personal Expenses Report |
| Expense Reports with Corrected Dates | Shows expense reports that have had date corrections, detailing the original and corrected dates. | Useful for auditing and ensuring accurate financial reporting by tracking adjustments made to expense dates. | Enquiries and Reports > Expense Reports with Corrected Dates |
| Posted Transactions | Lists all transactions related to expense reports that have been posted to the general ledger. | Ideal for finance teams to verify that all expenses are accurately reflected in the financial statements. | Enquiries and Reports > Posted Transactions |
| Expenses with Tax Recovery | Provides details on expenses eligible for tax recovery, including VAT and other applicable taxes. | Helps finance teams track and manage tax recovery claims efficiently, ensuring compliance with tax regulations. | Enquiries and Reports > Expenses with Tax Recovery |
| Expense Type per Employee | Displays the breakdown of expenses categorized by type for each employee. | Useful for assessing individual spending patterns and ensuring compliance with expense policies on a per-employee basis. | Enquiries and Reports > Expense Type per Employee |
| Statistics on Cost Groups | Provides analytics on spending categorized by cost groups, allowing for easier budget tracking. | Ideal for financial analysis and strategic planning by identifying high-cost areas and potential savings. | Enquiries and Reports > Statistics on Cost Groups |
| Mileage per Employee | Reports the mileage claims submitted by each employee, detailing total distances and associated costs. | Useful for tracking travel expenses and ensuring proper reimbursement for mileage. | Enquiries and Reports > Mileage per Employee |
| Per Diem per Employee | Summarizes per diem expenses claimed by employees, including amounts and categories. | Helps in tracking compliance with per diem policies and assessing the appropriateness of claims. | Enquiries and Reports > Per Diem per Employee |
| Travel Requisition Summary | Provides an overview of travel requisitions made by employees, including statuses and approvals. | Useful for tracking travel planning and ensuring that travel requisitions align with company policies. | Enquiries and Reports > Travel Requisition Summary |
Conclusion
The Expense Management module in Dynamics 365 Project Operation offers a diverse array of reports designed to empower organizations with the tools needed to track, analyze, and manage expenses effectively. From tax recovery and employee expense insights to travel requisition summaries, each report provides targeted functionality to meet specific business needs. By leveraging these reports, businesses can enhance financial oversight, gain actionable insights into spending patterns, and ensure compliance with organizational policies. This comprehensive reporting capability ultimately drives better decision-making and supports financial health and operational efficiency.
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