Once a user has sent an Expense report, he can still edit it but the steps will depend on the report's status.
Additionally, approved reports cannot be amended in AutoEntry. Corrections must be made by re-uploading the corrected expenses and creating a new report for approval.
If the status is showing as Submitted or Rejected, the Submitter can re-open the report directly.
If the status is pending, the Approver needs to reject the report first so that the Submitter can re-open it from the Reports tab.
Re-open a pending report
If the report's status is Pending, this means the Approver has opened the report, and the submitter can't re-open it.
The Approver needs to reject the report first and then the submitter can re-open it.
Login as the user who is assigned approver to the report.
Go to the Expense Reports folder.
Go to the Review tab.
Click View to enter into the report.
Click Reject.
Once the approver Rejected it, the Submitter can log in on his end and re-open the report. See below.
📌TIP: The submitter needs to notify the approver at once for him not to approve the report, as a report can't be unapproved.
Approved reports cannot be reopened or amended in AutoEntry. Corrections must be made by re-uploading the corrected expenses and creating a new report for approval.
Re-open a submitted or rejected report
If the report's status is showing "Submitted", this means the approver hasn't opened the report yet. The submitter can still re-open it from the Reports tab.
Similarly, if the Approver has reviewed and rejected the report, the Submitter can also Re-open it on its end to edit it.
Log in as the user who submitted the report.
Go to the Expense Reports folder.
Go to the Reports tab.
Click View to enter into the report.
Click Re-Open.
Edit
Once the report is open, the submitter can edit it from the Reports tab to change categories, add or delete expenses.
After making the necessary edits, the submitter must resubmit the report for approval.
📌TIP: Alternatively, if the Approver has the Edit before Approval permission, he can also edit the report directly from the Review tab.
Post-Approval Corrections
Wrong-Currency Expenses: If an expense in the wrong currency is included in an approved report, it cannot be edited in AutoEntry. Instead:
Correct the transaction in the accounting software (e.g., Xero) if it has been published.
Re-upload the corrected expense to AutoEntry, add it to a new report, and submit it for approval.
Rejected After Approval: If an approved report is later rejected, the submitter must create a new report and resubmit it, as amendments to the original report are not possible.
Special Cases
Editing Report Names: To change the name of a report, go to the 'Reports' section, select 'View' next to the report, delete the current name, and enter the new one.
Updated Approvers Not Appearing: If updated approvers do not appear in the list, reject the report and have the submitter resubmit it to the correct approver.