The expense dashboard and exports
The expense dashboard aggregates your approved and paid Belege (receipt/expense documents) into six panels, and the export feature turns any dashboard or list view into a downloadable Excel or PDF file. This article covers both. Viewing and exporting require the belege:view permission.
What the dashboard shows
Only Approved and Paid Belege contribute to the figures, so the dashboard reflects committed expenses rather than drafts under review. You can filter by date range, Beleg type, vehicle, driver, and cost center. Amounts are aggregated from line items.
The six panels
| Panel | What it shows |
|---|---|
| Cost center breakdown | Total gross per cost center (Kostenstelle); line items without one are grouped as unassigned. |
| Vehicle summaries | Total gross per vehicle, each with a monthly trend. |
| Driver summaries | Total gross per driver, each with a monthly trend. |
| Tax summary | Total VAT (Umsatzsteuer) grouped by tax rate. |
| Trends | Total gross by month and by quarter. |
| Unassigned receipts | Belege missing a vehicle or driver link (count plus a sample list). |
An optional damage costs panel can be included; it summarizes damage-case financials (net, gross, Eigenanteil / deductible, and case count) alongside expense data. The response also reports how long the query took, so slow filters are visible.
Creating an export job
An export captures the current view as a file. You choose two things:
- Format — Excel (a delimited, spreadsheet-ready file) or PDF.
- Scope — dashboard (the aggregated panels) or list (one row per line item across the matching Belege, with net, VAT, gross, warning and blocker counts, and reconcilable totals).
To create an export:
- Set the filters you want the export to reflect (date range, Beleg type, vehicle, driver, cost center, status, and warning/blocker or unassigned flags).
- Choose the format and scope and start the export.
- The job is created, generated, and marked completed — or failed with an error message if generation could not finish.
Note: The export language follows your request language. A German export uses a semicolon delimiter and comma decimals so it opens cleanly in a German-configured spreadsheet, and Beleg type and status labels are localized.
Downloading and finding past exports
Once a job is completed, download its file from the job. The export history lists previous jobs and can be filtered by requesting user, date range, format, and status, so you can retrieve an earlier export without regenerating it. Each history entry shows who requested it, when, its format and scope, and a summary of the filters that were applied.
Related
- The compliance trail and retention
- Reviewing Belege in the review queue
- Marking a Beleg as paid
- Rule warnings, blockers, and override governance
