Controlling the HR expense queue view

Search and filter the HR expense queue, sort it, choose its columns and density, page through it, and export what it matches to a spreadsheet.

The toolbar above the table on the HR Expenses page holds everything that shapes the view: a search box, the quick filters Category, Status and Date, then Row filters, Columns and Export. None of this changes an expense: it only changes what the table shows.

The search, filters, sort, page, tab and month are kept in the page address, so a refresh keeps them and a link opens the same view. The columns and density you choose are remembered in this browser.

Search by name, category, or type

Type into the search box (it reads "Employee, category, type"). Every word you type has to match one of these, in any order:

• The employee's first or last name.
• The benefit category name, like Wellness.
• The expense type, by its stored name: report, purchase or manual.

A partial word is enough, and capitalisation does not matter: anna wellness finds Anna's wellness claims, and anna svensson finds Anna Svensson. Clear the box with the small cross.

Quick filters

The three buttons next to the search box narrow the table in one click. Each shows what it is set to:

• Category: one category, or All categories.
• Status: Pending, Approved, Sent back for changes or Declined, or All statuses. Pending covers everything still open: waiting on you, needing approvers, ready to complete and in approval.
• Date: All time, or one of the last 12 months, by expense date.

Row filters

For exact conditions, open Row filters and select Add condition. Each condition has three parts:

With two or more conditions, choose Match all to show rows that meet every condition, or Match any to show rows that meet at least one. Clear all removes them all.

Active filters as chips

Every active search, month and condition shows as a chip under the toolbar, next to a count such as "12 of 60 expenses". Remove one with the cross on its chip, or select Clear all to drop them all. Search, filters and the tab work together, so you can, for example, open Waiting on you and filter to one category.

Sort by a column

Click a column heading to sort by it, and click again to flip the direction. Each heading also has a menu with Sort ascending, Sort descending and Hide column. You can sort by Expense date, Submitted, Employee, Category, Type, Amount and Status.

The table opens with the newest expense date first. Whatever the sort, pending expenses stay pinned above decided ones.

Choose columns and density

Open Columns to choose what the table shows. The columns are grouped under Expense, People and Workflow, and Find a column narrows the list. Tick a column to show it or clear it to hide it, or use All and None. Expense date is always shown. The available columns are Expense date, Submitted, Employee, Category, Type, Receipt, Amount, VAT, Expense ID and Status, and they keep that order.

Under Density, choose Comfortable or Compact rows. Reset to default brings back the default columns (Expense date, Employee, Category, Receipt, Amount, Status) and comfortable rows. Your choice is remembered in this browser.

Page through the results

The pager at the bottom of the table sticks to the bottom of the screen. It reads out the range, for example "Showing 1 to 25 of 60", and Rows sets how many rows a page shows: 25, 50, 100 or 150. Above it, the totals row adds up every matching row across all pages.

Export to a spreadsheet

Export downloads every row the tab, search and filters match, across all pages, as an Excel (.xlsx) file. Set up the view first, then export.

• The file is named like expenses-hr-2026-10-04.xlsx, with today's date so repeated exports do not overwrite each other.
• It has one row per expense and the columns you are showing, in the same order. Hide a column to leave it out of the file.
• Amount is written as the full total of the expense, as a number you can sum and sort. Submitted and Expense date are written as real dates (the day in Sweden). Receipt lists the file names.

A message confirms how many expenses were exported.

Troubleshooting

• No rows show. The table says "No expenses match these filters". Select Clear filters, remove a chip, or switch Match all to Match any.
• An expense you expected is missing. Check the tab first: Waiting on you and Approved only show part of the queue. Then check the Status and Date filters.
• My row filters disappeared. Picking a Category or Status quick filter replaces them. Add the conditions again under Row filters.
• Search finds nothing. Search only matches the employee name, category and type, and every word has to match. Remove a word, or use Row filters to narrow by amount or status.
• A column is missing. It is hidden, not gone. Open Columns and tick it, or select Reset to default.
• My columns did not stick. Columns and density are remembered in this browser only, so another browser or a private window starts from the defaults. The search, filters, sort, tab and month are in the page address instead.
• The export did not download. A message says the export could not be built, and nothing was downloaded. Your view is unchanged, so select Export again.
• The exported file has a different number of rows than the page. The export includes every matching row on every page. Check the count in the chips row or the totals row.
• Exported amounts do not add up to what I expected. The Amount column is the full expense total, including any part above the tax-free threshold or above the employee's remaining balance, not only the part the allowance covered.