If you've uploaded an expense to the Expense reports folder, you won't be able to post it directly to your accounting software. You can only publish expenses or invoices that are in the Purchases folder.
The publication of expenses involves several actors and a specific validation process.
📌TIP: If you need to publish an expense that doesn't require approval, upload it directly to the Purchase folder.
Create the Expense report
First a user needs to import the Expenses into their own profile, create the Report and send it to a specific approver.
Approval and validation of the purchase
The approver receives the report and can review it before approving it.
Once approved, the expenses automatically move to the Purchase folder as invoices.
Publication
Once the expense is available in the Purchases Inbox, users with access can assign the relevant codes and publish it.
📌TIP: You can set up supplier defaults and activate the auto-publish feature. This will publish the invoice automatically once it moves from the Expenses report folder to the Purchase Inbox.
📎NOTE: Only the user who uploads the expenses and the approver who receives the report can access them from the Expenses report folder. Once approved, all the users with the Purchases folder permission can access the Expenses-Purchase invoice.