At a glance
With the option āShow items in trips/foldersā, individual expenses within trips, daily trips and folders can also be filtered.
When the option is enabled, matching individual expenses can appear in the list view independently of the parent trip or folder.
The existing filter logic remains unchanged when the option is not enabled.
The feature is available in the tabs āAllā, āPending approvalā and āPending controllingā.
š Overview
Until now, filters were only applied at the level of the parent container, meaning trips or folders. Individual expenses or mileages within these containers were not considered separately.
With the new option āShow items in trips/foldersā, you can choose whether the individual expenses contained within trips and folders should also be considered when filtering.
This helps you find relevant expenses faster and reduce manual workarounds, for example via exports and Excel filters.
š ļø How it works
Filter expenses within trips and folders:
Navigate to one of the relevant tabs:
āAllā,
āPending approvalā or
āPending controllingā
Open the filter panel.
Enable the checkbox āShow items in trips/foldersā.
Apply your desired filters.
When the checkbox is enabled, Circula checks not only trips, daily trips and folders themselves, but also the individual expenses and mileages contained within them.
When the checkbox is not enabled, filtering works as before: only trips and folders themselves are checked.
š How are results displayed?
Depending on whether the parent trip or folder and/or individual expenses match the filter criteria, different results are displayed.
Only the individual expense matches the filter criteria
If an individual expense matches the filter criteria, but the parent trip or folder does not, only the individual expense is displayed.
The trip or folder is not displayed in this case.
Trip or folder and individual expense match the filter criteria
If both the parent trip or folder and an expense contained within it match the filter criteria, both are displayed:
the trip or folder
the matching individual expense
Only the trip or folder matches the filter criteria
If only the parent trip or folder matches the filter criteria, the trip or folder is displayed as usual.
The individual expense is not displayed separately.
No match with the filter criteria
If neither the parent trip or folder nor an expense contained within it matches the filter criteria, no results are displayed.
š Visibility by tab
The enhanced filtering does not change the existing visibility rules of the individual tabs. Certain expenses therefore remain hidden depending on their status, even if they match the filter criteria.
Tab āPending approvalā
In the āPending approvalā tab, the following expenses within trips or folders continue not to be displayed:
expenses approved by the Supervisor
expenses rejected by the Supervisor
cancelled credit card expenses
Tab āPending controllingā
In the āPending controllingā tab, the following expenses within trips or folders continue not to be displayed:
expenses checked or approved by the accountant
expenses rejected by the accountant
cancelled credit card expenses
Tab āAllā
In the āAllā tab, unsubmitted expenses continue not to be displayed.
This applies especially to expenses within rejected trips or folders.
āļøImportant
The enhanced filtering does not override the existing visibility rules of the tabs.
ā Impact on bulk actions
Bulk actions continue to work according to the existing logic.
Individual expense selected
If you select an individual expense, actions such as approving or rejecting only affect this individual expense.
Trip or folder selected
If you select a trip or folder, actions such as approving or rejecting affect the entire container and all expenses contained within it.
š¤ Impact on exports
The enhanced filtering is compatible with:
standard exports
mass exports
If both a parent trip or folder and a matching individual expense appear in the filtered results, the individual expense is excluded from the CSV export. This prevents duplicate accounting entries.
š Note
If an individual expense is exported without the parent trip or folder, the following columns in the CSV file remain empty:
āTripā
āHigher-level trip/folderā
ā FAQs
Does filtering change if the checkbox is not enabled?
No. If the checkbox āShow items in trips/foldersā is not enabled, filtering works as before.
Why are some matching expenses still not displayed?
The enhanced filters continue to take the visibility rules of the respective tab into account.
Example: Rejected expenses are not displayed in the āPending approvalā tab, even if they match the filter criteria.
Does the enhanced filtering also work with exports?
Yes. The enhanced filtering works with standard exports and mass exports.
In addition, duplicate entries are avoided in the export if both a trip or folder and a matching individual expense are included in the results.
Is the feature available in the Export tab?
No. The enhanced filtering is currently not available in the Export tab.
Is it shown which trip or folder an individual expense belongs to?
No. Information about the parent trip or folder, for example āBelongs to trip Xā, is currently not part of the feature.
Do you still have questions?
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