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Transaction Inbox Overview

Written by Michelle Henley

Updated at September 23rd, 2024

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            Table of Contents

            Overview Configuring the Transaction Inbox Review Workflow Merging Reviews

            The Transaction Inbox displays all transactions flagged by your risk settings or that were manually flagged. This includes transactions with a risk score equal to or greater than your set Risk Score Threshold, transactions that met automatic criteria in your risk settings, or transactions that did not meet previous qualifications but were flagged for review by your team manually. 

             

            To access the Transaction Inbox, click on Compliance Monitoring from the left navigation menu or the corresponding tile. 

            Then, click the Transaction Inbox tile. 

            Overview

            Tools within the Transaction Inbox help the user navigate the displayed transactions. 

            Sorting
            		Columns can be sorted in ascending or descending order by clicking the up or down arrow next to the column title. 
            Search

            User's can search for specific transactions using the following data points:

            • Subject Type
            • Transaction Type
            • Transaction Type (Detailed)
            • Country
            • Company
            • Context Text
            • Subject Classification
            Configure

             

            		 Users can configure the transaction inbox to match their preferences. This includes filters, sorting, the ability to change row and column orders, and more. 
            Aggregate
            		Displays aggregated totals by Subject Name, Subject Country, Company or Company Country.
            Export
            		The export button will only be displayed if the user has the Compliance Monitoring - Export Transaction Data privilege. Note: We suggest using the filters to limit the amount of exported data. 
            Number of Transactions per Page
            		The system defaults to 25, but users can change the settings to display 10, 25, 50, 75, or 100 transactions per page.
            Pagination
            		Use the <  > buttons to move forward or backward between pages. 

            To view additional columns in the transaction table, the user may need to scroll using the bottom scroll bar.

            Configuring the Transaction Inbox

            Transaction Inbox - Configure

            Within the Transaction Inbox, users have the option to configure the filters and settings based on the user's needs or preferences.

            Note that the adjustments a user makes will remain active for their specific user account. For example, if you set specific filters and then close the window, those same filters will still be there the next time you log in.

             

            From the Transactions Inbox, Click on Configure. 

            The Configure modal that will open has tabs for Filters, Columns, Sort, and Rows. 

            Filters

            By utilizing the over 80 available filters, users can reduce or increase the number of displayed transactions, including fields such as transaction type and amount, subject fields, risk analytic-based fields, and domain-specific fields.

            Complete List of Filters 

            Note: Click to expand images. 

            Transaction Filters

            Name Description/ Notes

            Domain

            		 The classification of spend associated with the type of subject.

            Impact Date

            		 The date associated with when the impact of the transaction took place.

            Transaction Date

            The date associated with when the liability was incurred.

             

            Transaction Type

            		 The high-level classification of the transaction enables a basic understanding of the impact on the company. 

            Transaction Type (Detailed)

            		 Further context into the type of transaction that may be generated via additional logic. 

            Payment Means

            		 Payment means between payor and payee for a transaction(s) within the accounting system.

            Amount USD

            		 The value related to the transfer of value with the subject is expressed in US Dollars.

            Amount

            		 The value related to the transfer of value with the subject, expressed in the transaction's original currency.

            Transaction State/ Province

            		 The state/province where the transaction had an impact.

            Transaction Country

            		 Country name field (aligned with ISO 3166-1 alpha-2) where the transaction had an impact.

            Transaction Age (Days)

            		 The time (in days) between the initial Risk Review Date and the Impact Date.

            Source System

             

            		The relevant system, sometimes the specific instance name, for which the subject is sourced from.

            Organizational Filters

            Name Description/ Notes

            Company

            		 Filter by Company name. 

            Compliance Region

            		 The compliance region based on the Company Country.

            Company Country

            		 The internal company/business unit country associated with responsibility for the transaction.

            Function

            		 The company function who has responsibility for the transaction. 

            Sub Function

            		 The company sub-function who has responsibility for the transaction. 

            Cost Center

            		 The name (and ID) of the associated cost center for this transaction.

            Subject Filters

            Name Description/ Notes

            Subject Type

            		 The source system's high-level classification supports an understanding of the subject's identity. 

            Subject Classification

            		 A classification, per the customer's context.

            Subject Country

            		 Country name field (aligned with ISO 3166-1 alpha-2) that organizes the Country where the subject is located.

            Subject Name

            		 The name of the subject associated with the transaction.

            Tenure in Months

            		 A field to provide context of the subject's history with the company, defined in terms of time (in months).

            12 Month Amount USD

            		 The total amount (using the transaction's spend date) for the subject in the last 12 months.

            12 Month Volume

            		 The total number of transactions (by impact date) for the subject in the last 12 months. 

            Risk Analytics Filters

            Name Description/ Notes

            Risk Review Date

            		 The date when the Risk Engine processes a transaction and generates a risk score within the application.

            Identification Method

            		 The reason as to why this transaction was exposed within Monitoring Review. 

            Risk Score

            		 A transaction risk score is the aggregation of relevant analysis scores (the combination of the risk result and the importance setting), for the specific transaction. 

            AI Confidence

            		 The expectation - expressed as a percentage - that the transaction should be reviewed based on our AI Risk Learning model.

            Risk Analytic Name/ Risk Result

            		 The name of the risk analytic and the measurement of the risk relevant to the scoring criteria configured in the settings of the application.

            Importance

            		 The rating label for the risk analytic based on the value of the risk analysis in terms of quality and severity of the risk result.

            Total Risk Analytics

            		 The number of analyses that were enabled and processed against the transaction.

            Risk Analytics with Results

            		 The number of analyses that had a Risk Result (weak, moderate, strong).

            Risk Analytics with Strong Risk Results

            		 The number of analyses that had a "Strong" Risk Result.

            Risk Analytics with Moderate Risk Results

            		 The number of analyses that had a "Moderate" Risk Result.

            Risk Analytics with Weak Risk Results

            		 The number of analyses that had a "Weak" Risk Result.

            Context Text

            		 The analysis results provide contextual details for each analysis based on historical and aggregated risk engine results, including the number of risk results (strong, moderate, weak) for each analysis.

            Vendor Spend Filters

            Name Description/ Notes

            PO Utilized

            		 Is a purchase order (if associated with this payment item) known to the risk engine?

            PO Source Number

            		 The source identification value for the PO from the source system.

            Entry Account

            		 The impacted account.

            Entry Amount USD

            		 The amount in USD of the entry.

            Entry Description

            		 The description supplied with the entry.

            Customer Revenue Filters

            Name Description/ Notes

            Transaction Reason

            		 A more detailed understanding of the transaction, specifically the composition of the sale (e.g., goods, services) or adjustment (e.g., correction, return, financial, donation).
            Destination Country The Country where the goods/services are to be delivered.

            Is Return

            		 Is this transaction a return, as determined by the billing document type?

            Contains Free-of-Charge (FOC) Items

            		 Does the billing document include any items considered Free of Charge (FOC) as determined by predetermined logic based on the amount and billing item category?

            Partner Type

            		 The associated partner's type.

            Partner Country

            		 The associated partner's country.

            Partner Name

            		 The name of the associated partner.

            Condition Amount USD

            		 The value of the condition for the item in USD.

            Condition Amount

            		 The amount of the condition.

            Employee Spend Filters

            Name Description/ Notes

            Vendor Name

            		 The vendor name for the expense entry, which can be entered manually by the user or imported from the card transaction card-based

            Merchant Name

            		 The name of the merchant provided by the credit card processor (or the employee when the transaction is not card-based).

            Report Title

            		 The title text provided by the employee for the expense report this transaction is associated with.

            Report Business Purpose

            		 Any text provided by the employee specifying the business purpose for the expense report this transaction is associated with.

            Comment

            		 Free text entered by the user.

            Attendee Type

            		 The attendee type (i.e., employees, business guests, spouses, etc)with.

            Attendee State/ Province

            		 The state/province associated with the attendee.

            Attendee Country

            		 The state/province associated with the attendee.

            Attendee Name

            		 The name of the attendee.

            Report Has Exception

            		 Did the report have any expenses that the source system flagged (for numerous reasons) as an exception? A receipt with the expense was provided 

            Report Ever Sent Back

            		 Was the report ever sent back to the employee, signifying a correction or revision of the report/expense details?

            Has Receipt

            		 A receipt with the expense was provided (e-receipt or attached receipt image).
            GL Account The associated general ledger expense account name (and ID) impacted by the transaction.

            HCX Product

            		 The product associated with the transaction.

            HCX Purpose

            		 The purpose of the HCP attendees associated with the transaction.

            HCX Role

            		 The role of the HCP attendees associated with the transaction.

            Report Custom Field 1

            		 A custom field at the report level, as defined by the customer.

            Report Custom Field 2

             

            		 A custom field at the report level, as defined by the customer.
            Expense Custom Field 1 A custom field at the expense level, as defined by the customer.

            Expense Custom Field 2

            		 A custom field at the expense level, as defined by the customer.

            Itemization Custom Field 1

             

            		 A custom field at the itemization level, as defined by the customer.
            Itemization Custom Field 2 A custom field at the itemization level, as defined by the customer.

            HCX Spend Filters

            Name Description/ Notes

            Nature

            		 The nature associated with the spend or transfer of value.

            Purpose

            		 The purpose associated with the spend or transfer of value.

            Role

            		 The recipient role associated with the spend or transfer of value.

            Travel State/Province

            		 State/Province the recipient traveled to with regards to the spend transaction.

            Travel Country

            		 Country name (aligned with ISO 3166-1 alpha-2) for the recipient travel with regards to the spend transaction.

            Workflow Filters

            Name Description/ Notes 

            Transaction Status

            		 The status of the transaction.

            Review ID

            		 The ID associated with the review initiated by a user for the transaction(s).

            Review Status

            		 The status of the review.

            Review Resolution

            		 The outcome of the review.
            Task Type The type of task.

            Task Status

            		 The status of the task.
             
             

            Columns 

            The Columns tab allows users to enable or disable and reorder specific columns within the Transaction Inbox.

            How to Set Default Column Settings

            By clicking and dragging a column name up or down, users can change the order of the columns displayed in the transaction inbox.

             

            For example, click on Risk Score.

            Drag it from the third position in the list to the first position. Click Save. 

            Risk Score will now be the first column in the Transaction Inbox. 

            The first or last column in the list can be set as Fixed. By changing the toggle to Left Fixed or Right Fixed, the system will fix that column either left or right so that it is displayed even when the Transaction Inbox table is scrolled horizontally. 

             

            For example, set the first column named Risk Score to Left fixed and click Save. 

            Within the Transaction Inbox table, the Risk Score column will stay fixed to the left, even when scrolling. 

            To add/remove a column from the Transaction Inbox entirely, change the Enabled toggle to off or on and click Save. 

             
             

            Sort

            The Sort tab allows users to set their preferred sorting values for columns within the Transactions Inbox. 

            How to Set Default Sorting Settings

            To set your preferred sorting value for columns, choose either Asc (Ascending) or Desc (Descending). 

            Click Save. The saved rows will be sorted in the preferred direction whenever the user logs in.

             

            Note: Even after setting the default sorting preference, users can still sort the column in another direction anytime by clicking the Column Title in the Transaction Inbox. If the sorting is changed from the column title, the system will revert to the chosen default the next time the user logs in.

             

            To add or remove additional columns, click the Plus or Minus signs to the right of the last Column Name. Then, select the name of the column from the dropdown list. 

             
             

            Rows 

            Users can select how many rows (transactions) per page are displayed by default. 

            How to Set Default Row Settings

            Select the preferred number from the dropdown list, then click Save. 

            Note: Even after setting the default preference, users can still change the number by clicking the Row Setting icon in the Transaction Inbox. If the sorting is changed from the Transaction Inbox, the system will revert to the chosen default the next time the user logs in.

             

             
             

            Review Workflow

            Reviewing Transactions

            By default, all newly scored transactions are given the Unassigned status, and the Transaction Inbox defaults to display Unassigned transactions. Assigned transactions can be found by using the search or configure tools.

             

            Individual Actions

            Users can action individual transactions directly from the transaction table by clicking on the Kebab menu to the far right. 

            Note: Only Unassigned transactions can be marked as No Further Review. Both Assigned and Unassigned transactions can be added to a new or existing review. 

            No Further Review

            Once a user has selected No Further Review from the menu, the No Further Review modal will open. 

            1. The reviewer defaults to the current user. To reassign the reviewer, type the user's name and select the user from the drop-down menu. 
            2. The user then has the option to add collaborator(s), files, and/or comments. 

            Once a user clicks Confirm, the system will:

            • Remove the transaction from the default view (only Unassigned transactions are shown) within the transaction inbox. Note that users can still find any transaction using the search or configure functionality.
            • Create a new Monitoring Review; however, the status will automatically be set to Completed with a resolution of No Further Review. 
            • Any added comments will be saved to the Review History. 
            • Any added files will appear in the Add Files tab. 

            The review can be reopened anytime by clicking Take Action in the top right corner and selecting In Review.

            Note: Selecting Cancel from the Take Action menu will change the review status from Completed to Canceled. 

            If the review is reopened, it enters the Review Workflow. 

             

            Create Review

            Once a user has selected Create Review from the menu, a modal window will open. 

            1. The reviewer defaults to the current user. To reassign the reviewer, type the user's name and select the user from the drop-down menu. 
            2. The user then has the option to add collaborator(s), files, and/or comments. 

            Once a user clicks Confirm, the system will:

            • Remove the transaction from the default view (only Unassigned transactions are shown) within the transaction inbox. Note that users can still find any transaction using the search or configure functionality.
            • Create a new Monitoring Review with an In Review status. 
            • Add the review to the assigned user's Recent Compliance Monitoring Activity → Assigned to Me table. 
            • Any added comments will be saved to the Review History. 
            • Any added files will appear in the Add Files tab. 

            Once the review is assigned, it enters the Review Workflow. 

            Transactions added to a review can be removed, transferred to another review, or assigned to a separate review by following the steps below:

            1. Open the Monitoring Review to the Transaction tab
            2. Select the transaction(s) you want to action. 
            3. Choose the action from the Action Bar at the top of the transaction table. 
             
             

            Add to Existing Review

            Once a user has selected Add to Existing Review from the menu, the Add to Existing Review modal will open. 

            1. Begin typing in the Existing Review field and select the review where you would like to add the transaction. 
            2. The user is required to add comments before they can click Confirm. 

            Once a user clicks Confirm, the system will:

            • Remove the transaction from the default view (only Unassigned transactions are shown) within the transaction inbox. Note that users can still find any transaction using the search or configure functionality.
            • Add all selected transactions to the chosen review. 
            • Comments will be saved to the Review History. 

            Transactions added to an existing review can be removed, transferred to another review, or assigned to their own review by following the steps below:

            1. Open the Monitoring Review to the Transaction tab
            2. Select the transaction(s) you want to action. 
            3. Choose the action from the Action Bar at the top of the transaction table. 
             
             

            View Transactions Details

            Once a user has selected View Transaction Details from the menu, the system will open the Monitoring Review page. 

            Upon opening, the page automatically defaults to the Transaction tab. This tab is the primary source of all transaction information, providing users with a comprehensive overview of each transaction. 

            The information icon ⓘ  can be clicked to show additional information in a pop-up window. This window can be closed by clicking the X in the top right corner. 

            Users can action the transaction as No Further Review, Add to Existing Review, or Create Review directly from the details page. 

            The Risk Analysis tab contains details of the risk results for each analysis. 

            Click the Dropdown Arrow to expand the details of each analysis.

            Users can use the Feedback buttons to add feedback regarding the specific analysis and its accuracy. Feedback is fed into the AI Confidence scoring; the more feedback given, the more accurate the score will be over time. 

             
             

            Bulk Actions & Collective Reviews

            Bulk Actions

            Users can perform actions on multiple transactions at once by adding them to a new or existing review or marking them as “No Further Review.” 

             

            From the Transaction Inbox, select the transactions that you would like to action by selecting the check marks to the left.

            Or use the dropdown menu to select/deselect all the transactions on the page. 

            Note: To select even more transactions simultaneously, use the selector to change the number of transactions shown per page. 

            Next, click No Further Review, Create Review, or Add to Existing Review. 

            Note: Only Unassigned transactions can be marked as No Further Review. Both Assigned and Unassigned transactions can be added to a new or existing review. 

            Click below for further instructions for each action. 

            No Further Review

            Once a user has selected No Further Review from the action bar, the No Further Review modal will open. 

            1. All of the selected transactions will be listed in the Transaction(s) table. 
            2. The reviewer defaults to the current user. To reassign the reviewer, type the user's name and select the user from the drop-down menu. 
            3. The user then has the option to add collaborator(s), files, and/or comments. 

            Collective Review Toggle 

            When the toggle is in the off position, the system will create a separate review for each selected transaction. 

            Enabling the toggle will add all of the transactions to the same review. 

             

            Once a user clicks Confirm, the system will:

            • Remove the transactions from the default view (only unassigned transactions) within the transaction inbox. (Users can still find any transaction using the filters in Configure.)
            • Create a new Monitoring Review; however, the status will automatically be set to Completed/ No Further Review. Note: The Collective Review toggle must be enabled to add all transactions to the same review. See above. 
            • Any added comments will be saved to the Review History. 
            • Any added files will appear in the Add Files tab. 
             
             

            Create Review

            Once a user has selected Create Review from the action bar, the Create Review modal will open. 

            1. All of the selected transactions will be listed in the Transaction(s) table.
            2. The reviewer defaults to the current user. To reassign the reviewer, type the user's name and select the user from the drop-down menu. 
            3. The user then has the option to add collaborator(s), files, and/or comments. 

            Collective Review Toggle 

            When the toggle is in the off position, the system will create a separate review for each selected transaction. 

            Enabling the toggle will add all of the transactions to the same review. 

             

            Once a user clicks Confirm, the system will:

            • Remove the transactions from the default view (only unassigned transactions) within the transaction inbox. (Users can still find any transaction using the filters under Configure.)
            • Create a new Monitoring Review and change the status to In Review. Note: The Collective Review toggle must be enabled to add all transactions to the same review. See above. 
            • Any added comments will be saved to the Review History. 
            • Any added files will appear in the Add Files tab. 
            • Add the review(s) to the assigned user's Recent Compliance Monitoring Activity → Assigned to Me table. Collective Reviews will be displayed as “Collective Review.”

            Once the review is assigned, it enters the Review Workflow. 

             
             

            Add to Existing Review 

            Once a user has selected Add to Existing Review from the action bar, the Add to Existing Review modal will open. 

            1. All of the selected transactions will be listed in the Transaction(s) table. 
            2. Begin typing in the Existing Review field and select the review where you would like to add the selected transaction. 
            3. The user is required to add comments before they can click Confirm. 

            Once a user clicks Confirm, the system will:

            • Remove the transaction from the default view (only unassigned transactions) within the transaction inbox. (Users can still find any transaction using the filters.)
            • Add all selected transactions to the chosen review. 
            • Comments will be saved to the Review History. 
             
             

            After multiple transactions are added to a new or existing review (also known as "Collective Review"), the reviewer or collaborators can Remove, Transfer, or Create Review for any of the transactions in the review.

            First, open the review to the Transactions tab. Then, checkmark the transactions you wish to action and select an action from the Action Bar.

            Action Description
            Remove Selecting Remove will remove all selected transactions from the current review
            Transfer Select Transfer to add the selected transactions to another review. 
            Create Review Select Create Review to add all of the selected transactions to a new review. 

            Merging Reviews

            Merging Reviews

            Users can merge two or more reviews (which they own) into a single review.

             
            To merge reviews, go to your Recent Compliance Monitoring Activity table → Reviews → Assigned to Me. 

            Select two or more reviews that are not already in Merged or Completed status by clicking the checkbox on the left. Then click Merge Reviews. 

            The Merge Reviews modal window will open. Select the review that you wish to merge the other reviews into by clicking into the Target Review field and selecting from the dropdown. 

            Note: The “Target” review you select will be the destination for all the selected transactions. 

            The user is required to leave comments and then click Confirm to complete the merge. 

            Once a user clicks Confirm, the system will:

            • The transactions within the Source Reviews will be added to the Target Review, but any non-transactional information from the Source Reviews will be lost.
            • Add an action to each Review History.

             

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