Skip to main content
This article applies to the following countries
  • All countries
In this article, you will learn how to use the data sheet in the Balancing reportand how to filter in the Excel file to extract the information that you need, and also what to think of when sorting out the data. you can learn how to download the balancing report. The data sheet in the balancing report will show what has been posted on the salary codes/accounts within the period that you choose when generating the report. The period you choose is based on the booking dates and not the expense dates. You can also choose to generate the balancing report and include unsubmitted reports but this article will be based on that you only chose to generate the report with submitted reports. You can extract a lot of different information from the balancing sheet. Following are the data you can filter on:
  • User
  • User email
  • Employee ID
  • Report ID
  • Report Name
  • Status
  • Report Description
  • Booking date
  • Booking period
  • Approved
  • Sent
  • Report Cost center
  • Project
  • Verification number
  • Voucher date
  • Expense description
  • Category
  • Category type
  • Currency
  • Exchange rate
  • Expense amount
  • Distance
  • Tax amount
  • Tip
  • Accounting amount
  • Account/Salary Code
  • Account type
  • Account group
  • Report number
  • Recipient
  • Approver 1
  • Approver 2
  • Approver 3
  • Dimensions
First of all, open the generated Excel file. Go to the data sheet and start by making a filter for the cells in column 1:
Now when you have made the filter, you can start sorting out the data you want. Please note that the filtering techniques may vary depending on what type of settings and integrations you have on your organisation. The following information is only guidelines and examples of scenarios in our demo environment. We will describe three types of scenarios below on what to think of when you sort out the specific data:
In this scenario, we want to see how much has been posted on account 5820 within the period that we chose when we generated the report from the system (in this case 2023-01-01 to 2023-11-14).Since we want to see all users that have registered expenses on account 5820, we will only have to filter on the account in the data sheet:
If you send the same account to several recipients you also have to filter on one of the recipients to not get duplicate amounts.
Please keep following in mind when you are filtering the data you want to extract:
  • Debit/credit amounts creates several rows in the sheet
  • VAT has a separate row
  • If you have several integrations they are also creating several rows in the sheet
  • Salary code and accounts create several rows in the sheet
  • If you only have cost centers on your costs, you can filter on this to get a unique value
  • You can sort on account group (normal amount/tax-free amount/tax amount/payment type)
  • Per diem and mileage can have both a row for taxable and tax-free remuneration
Last modified on September 9, 2026