Controlling the HR expense queue view

Search and filter the HR expense queue, sort and reorder columns, hide what you do not need, page through results, and export the current view to a spreadsheet.

The HR expense queue on the Expenses page is a table you can shape to suit how your team works. Along the top you have a search box and row filters to narrow the list, and the column headings let you sort, reorder, and hide columns. When the view shows what you want, you can export it to a spreadsheet. None of this changes an expense itself: it only changes what the table shows and how it is laid out for you. Your layout is remembered in the page address, so a refresh on that page keeps it.

Search by name, category, or type

Type into the Search... box to match across three fields at once:

• The employee name (first and last together).
• The benefit category name, like Wellness.
• The expense type (purchase, expense report, or system).

Matching is loose, so a partial word is enough, and you do not need to match capitalisation. Use Clear search (the small cross in the box) to empty it again.

Filter by a specific column

For exact conditions, open the Filter Rows button next to the search box. In the popover you build one filter at a time:

Each filter you add appears as a small chip at the top of the popover. Remove a single one with the cross on its chip, or select Clear all filters to drop them all at once. The filter button also shows a count badge so you can see how many filters are active without opening it.

The Status filter offers the same four states the queue uses:

• Pending
• Approved
• Changes requested
• Declined

Combine filters with AND or OR

Once you have two or more filters, an AND / OR toggle appears at the top of the popover:

• AND shows only rows that match every filter (for example, Status is Pending and Amount is over 2 000 kr).
• OR shows rows that match any one of them.

Read the row count

The footer below the table shows the live total, for example "Showing 1-25 of 60". That number always reflects your current search and filters, so it is the quickest way to confirm a filter did what you expected. On a small queue where every row fits on one page, the footer is hidden because there is nothing to page through.

Sort by a column

Select any column heading to sort by it. Each further click on the same heading cycles through the options:

• First click: sorts ascending (an up arrow appears).
• Second click: sorts descending (a down arrow appears).
• Third click: clears the sort and returns to the default order.

The queue opens sorted by Submitted, newest first, so the most recent reports are at the top. The sortable columns are Submitted, Expense date, Employee, Type, Category, Amount, and Status.

Reorder the columns

Hover over a column heading and a grip handle appears on its left edge. Drag the handle sideways to move that column to a new position. The blank actions column at the far right (the one with the chevron that opens each report) stays fixed and cannot be moved.

Show or hide columns

Use the adjustments icon at the top left of the table to open the column list. Each column has a checkbox: clear a checkbox to hide that column, tick it to bring it back. The list also has a shortcut to show every column at once, or to hide them all. The actions column is always present and is not in this list.

Change the page size and page through results

The queue shows 25 rows per page by default. The footer at the bottom of the table controls paging:

• The page numbers on the left move you between pages.
• The selector on the right (25 per page) changes how many rows each page shows: 25, 50, 75, 100, 125, or 150.
• The footer also reads out the range you are viewing, for example Showing 1-25 of 60.

There is also a Show all option that loads every row on one page. It is experimental and can take a moment to render on very large queues, so reach for it only when you genuinely need the whole list in one view.

Export the current view to a spreadsheet

The toolbar has an Export control that downloads the expenses you are currently looking at as an Excel (.xlsx) file. It is a quick way to take a snapshot of the queue into a spreadsheet for reporting, sharing, or your own analysis. The export always matches what you have searched and filtered, so set up the view first, then export.

The file mirrors the table as you have it set up:

• One row per expense, for every row matching your current search and filters across all pages, not only the page on screen.
• The columns you currently show, in the order you have them, with one exception: the actions column (the row chevron) is left out because it has no data. If you have hidden a column in the view, it is left out of the file too.

A few columns are written as real values rather than display text, so the spreadsheet stays useful:

• Amount exports the full total of the expense (what the benefit allowance covers, plus any amount above the tax-free threshold and any amount above the remaining balance), as a number you can sum and sort in Excel.
• Submitted and Expense date export as real dates, so Excel sorts and filters them as dates.

Reset to the default layout

Select Reset in the toolbar (the circular arrow next to the search box) to return everything to its defaults in one step. Reset clears the search box, removes every filter, and undoes any sorting and column changes you made: sorted by Submitted newest first, all columns shown in their original order, and 25 rows per page. The Reset button only appears once you have changed something, so if you do not see it, the table is already at its defaults.

Troubleshooting

• No rows show. Your filters are likely too narrow, or contradict each other under AND. Switch the toggle to OR, remove a filter, or select Reset.
• An expense you expected is missing. Check the Status filter first; a finished expense will not appear while you are filtered to Pending.
• The filter button shows a number but I see everything. That badge counts active filters. Open Filter Rows to review the chips, then use Clear all filters.
• Search finds nothing. Search only matches the employee name, category, and type. To narrow by amount or status, use Filter Rows instead.
• A column is missing. It is hidden, not gone. Open the adjustments icon and tick its checkbox to bring it back.
• The sort arrow disappeared. A third click on the same heading clears the sort. Click once more to sort again, or use Reset to return to Submitted newest first.
• The layout did not stick. Your arrangement lives in the page address, so it survives a refresh on that page. Opening the queue from a fresh link, or in a different browser, starts from the defaults.
• The footer is not showing. It only appears once the queue has more rows than one page holds.
• The export row count looks wrong. The export uses your current search and filters. Check the Export tooltip count, and clear search or filters if you meant to export everything.
• A column is missing from the exported file. It is hidden in your current view. Show it again from the column control, then export. The actions column is never exported.
• 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.