Filter travel expenses and save views in PEMS

This video demonstration shows how to use filters and save views in the travel expenses tile in PEMS. The functionality is similar across the different Expense Management tiles. 

1.            Open the Travel Expenses tile.

First, log into PEMS and select the Travel Expenses tile. This opens the Travel Claims screen. 

2.            Using the existing filters.

The Travel Claims screen has existing filters; Claim Type and Status, these filters differ between the claim and transaction screens. 

To use the existing filters for “on the go” filtering. Click on the relevant dropdown to be presented with the list of possible values for the selected field, select the check box of the ones you want included in your search and click go to refresh the page with the selected filters applied.   

Also note, you can customise the existing filters by clicking on the “Filters” button on the right of the screen.

3.            Filter by column heading

Each column of data also has filter and sort functions that you can use, click the column header of the field you want to sort or filter.

To sort the column alphabetically, click the “up and down arrow” button. Clicking once will sort the field in ascending order, click again to change this to descending order. 

To filter, click the funnel shaped button. This will open the Define Filters screen, type in the value you want to filter for in the box on the right. The middle dropdown will determine how the value you typed in, is searched for. For example, selecting contains, will return all data that includes your search term, this is also a non-case sensitive filter. Whereas selecting, equal to: will only include results that are an exact match to your search term, it is also case sensitive.

You can add additional filters by clicking on the plus symbol on the right of an existing filter, this inserts a new filter underneath. Be sure to select which field you are filtering for by using the dropdown on the left, this lists all column options including the ones not shown as a default on your expenses screen.

There is also the option to add an exclude filter. This is used in the same way as demonstrated above, however rather than showing the data you have searched for, it will remove the data from the travel claims screen.

Once you are satisfied with the filters, click Ok in the bottom right of the menu to return to the travel claims screen with the selected filters applied. 

You can make amendments to the applied filters by selecting the filter button from any column heading.

4. Add additional columns to your view

There are a range of additional columns available to view, filter and sort by that aren't shown by default on your expenses screen. To add additional columns to your screen, click the cog shaped settings button located on the right of the screen. This opens the View Settings screen. Ensure the Columns option is selected. Scroll down and check the boxes against any additional columns you wish to see on your Expenses screen. You can change the order of your columns by selecting the column and using the arrow buttons located on the right of this screen. The double arrows move the selected column to the far left or far right of the expenses screen. The single arrows move the selected column one to the left or the right of its current position. You can also apply further sorting and grouping options in the View Settings screen.

 Once you are happy with your settings customisation, click OK to apply to your Expenses screen.

5.            Saving a Dashboard View.

Where you have applied filters or column changes to your view, an Asterix will appear beside the View name. Where you would like to save this amended view for future use click on the dropdown arrow next to the word “Standard”. This opens the My Views menu, to save your new view click Save As. Be sure to give your filter a name you will remember. You can check the box, Set as Default if you want the filter to be automatically applied each time you open this expense tile in the future. Check the box, Public, where you would like other users to have access to your View settings. For more information on this checkbox please refer to the footnote on Page 3 of the PDF for this guide. Once you are satisfied with the name and checkboxes, click the Save button, your view has now been saved and it is accessible for future use through the My Views menu. 

To edit a preexisting view, select it in the My Views menu to apply it to your dashboard. After you have made the desired changes following the steps covered earlier, open the My Views menu and click either save to overwrite your current view or save as to create a new view.

6. Managing Views

To manage your views open the My Views menu and click the Manage button to access the Manage Views menu.

Here you can click the stars to choose which of your own and public views you want in your My Views menu, and you can select your default view. 

The Manage Views Menu is also where can you rename and delete the views you have created. Your views will have their name displayed in a text box that you can edit, changing the text here will rename the view. If you want to remove a view you no longer need, you can delete it by clicking on the x of the corresponding row. 

Once you have finished Managing your views, click OK to save the changes you have made.

The steps covered in this video demonstration can be used in your claims and transactions screens. Please refer to the PDF document for this guide for a range of suggested travel filters you can set up to assist manage expenses in your office.