Cancel or edit an expense

After generating an expense, there may be a need to alter the entered expense data, there are two ways of doing this:

• Editing an expense
• Cancelling an expense

How it works

Cancelling and editing an expense relates to costs. Often, in the case of wage subsidies or employment claims: large sums of money. For this reason, we have tight permissions on who can edit expense records after they have been approved. 

Cancelling an expense, or editing after approval....requires special user permissions and following the steps below.  

How to edit an expense

In order to edit an expense you will need to have completed the following steps:

• Create a general expense or Create a Supplier Purchase Order

Edit an expense before it is approved or rejected

1. Find the expense that requires editting
   
   
2. Go to the Expense Details panel
   
   
   
   
3. Click on the pencil icon
   
   
   
   
4. Edit the required details and
   
   
5. Click on Update Expense
   • The details of that expense will be overridden.
   • New approvers can be selected. The approval reminder for the old approver will disappear from their dashboard.  A new reminder and email promoting the new approver to take action will be dispatched.

Edit an expense after it is approved or rejected

You will need:

• Master Expense Editor permission enabled
  1. Go to the expense you want to edit
  2. Go to the Expense Details panel
  3. Click on the pencil icon
  4. Edit the details accordingly
  5. Click on Update Expense
     
     
• The details of that expense will be overridden.
• New approvers can be selected. The approver field will be overridden but the status of the expense will stay as Approved or Rejected. No notifications will be dispatched.
  

How to cancel an expense
 

In order to cancel an expense you will need to have completed the following steps:

• Create a general expense or Create a Supplier Purchase Order
  
  

Cancel an expense before it is approved or rejected

You will need:

• Can cancel expense permission enabled
  1. Go to the expense you want to edit
  2. Go to the toolbar
  3. Click on Cancel expense
  4. Select a reason that the expense is being cancelled from the dropdown menu
• The Status of the expense will change to Cancelled.

Cancel an expense after it is approved or rejected

You will need:

• Master Expense Editor permission enabled
  
  1. Go to the expense you want to edit
  2. Go to the toolbar
  3. Click on Cancel expense
  4. Select a reason that the expense was cancelled from the dropdown menu
• The Status of the expense will change to Cancelled.

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