View and Edit an Expense Report [Administrator]

Overview

Outstanding expenses will display in the Payroll > Status Reports > Expense Status report by default. You can customise which expenses display by changing the Filter Results settings. 

From this screen, you will also be able to action status changes for expense reports, either individually or in bulk. 

The With Selected… dropdown includes the options to mark expense reports as:

• Approved
• Rejected
• Cancelled
• Deleted

Please note that reports can only be marked as Deleted if they are currently in an Pending Submission status. Expenses can only be marked as Cancelled if they are currently in Rejected status.  

View an Expense Report

For more detail on a specific expense report, you can click the View button on the report line. This will open the detailed view of the expense report, which includes the expense data that has been entered. 

The options that appear when you view the expense report will depend on its status:

Pending Submission	The expense report has been created but is not yet submitted. The report can be edited by clicking Edit. All fields can be edited.  Submit Report gives you the option to either Submit as Approved or Email Approver for Authorisation
Pending Approval	The expense report has been submitted and is awaiting approval. You are not able to edit or delete the expense report while it is in Submitted status. The report will need to be approved or rejected before any changes can be made.
Rejected	The expense report has been rejected by a nominated approver.  The report can be amended by clicking Edit. All fields can be edited. If the report is no longer required, it can be Cancelled.
Approved	The expense report has been approved (either upon submission by an admin user, or by the nominated approver) You can only edit the Tax Type, Tax Amount, and Category, and upload new attachments. Other fields will be locked down. If the Projects feature is enabled, you will also be able to update the Project field Clicking Save will update the changes, but will not affect the status of the expense report.
Paid	The expense report has been included in a pay run and is paid.
Cancelled	The expense report has been cancelled and, as a result, will not flow through to a pay run.  Only Rejected status expense reports can be Cancelled. You can view Cancelled expense reports in the Expense Status report, by applying the relevant status filter.
Payment Authorised	The payment of the pay run that includes the expense report has been authorised (ie the expense is included in a payrun but not yet paid)

Edit an Expense Report

All fields in Pending Submission or Rejected expense reports can be edited by clicking the Edit button for the relevant expense line. 

In an Approved expense report, you will only be able to edit the Tax Type, Tax Amount, Category, and Attachments. 

The expense report also includes a History & Admin Notes section, which tracks changes that are made to the expense report, and allows you to add a Payroll note. 

Delete an Expense Report

Expense reports with a status of Pending Submission can be deleted from the Payroll > Status Reports > Expense Status report screen or from within the detailed view of the expense report. 

To delete an expense report from the Expense Status report:

1. Filter the report to show the expense report you would like to delete if required.
2. Tick the checkbox next to the expense report name.
3. Click With Selected… > Mark as Deleted > Submit. 

To delete an expense report from the detailed view, click View, then click Delete Expense Report in the bottom left corner. 

To remove a specific expense item from an expense report, go into the detailed view and click Delete in the far right column for that item. 

Deleted status reports will not appear in the Expense Status report or in the Filter Results status options.

Cancel an Expense Report

An expense report with a status of Rejected can be cancelled if it is no longer needed. You can do this from the Payroll > Status Reports > Expense Status report, or in the detailed view of the expense report. 

To cancel an expense report from the Expense Status report:

1. Filter the report if required to show the expense report you would like to delete.
2. Tick the checkbox next to the expense report name.
3. Click With Selected… > Mark as Cancelled > Submit. 

In the detailed view, click the Cancel button in the bottom left corner to cancel the entire expense report. 

You can also delete specific expense items from a Rejected expense report by clicking the Delete button in the far right column of the relevant line.