Once a user submits an Expense Report for approval, the user with approval permission can approve or reject it.
Access the account with approval permission.
Go to the Expenses Reports folder.
Click the Review tab.
On the list of Expense Reports waiting for approval, click View.
You see details of the Expense Report. and the list of expenses compiled in the report. Click View next to each expense to view more details about it.
📌TIP: You can click Download to download the expense report as either a PDF or Excel document.
Once you've reviewed the submitted expense report, either click Approve or Reject.
If you want someone else to approve it, click Reassign, then select the other approver.
When you click Approve, click Approve again to confirm it
When you click Reject, you can enter a rejection reason, then click Reject again to confirm
📎NOTE: If you receive the message - Forbidden You don’t have access to the link you requested - when approving a report, check your permissions. You can only approve an expense if you're assigned as an Expenses Approver.
The submitter can check the Approver under the Reports tab. The current Approver can reassign the report.
If your permission is correct, and you're still getting the Forbidden message, try private browsing in your browser or a different browser.
What happens after you approve an expense report?
The expenses associated with the report disappear from the Expenses tab under the Submitters view and move to the Purchases inbox folder.
These approved expenses are then visible as purchases invoices to all users with the Purchase folder permission. Those users can now view, edit, or publish the invoices.
The expense reports are still visible in both the Review tab (Approver's view) and the Reports tab (Submitter's view) under the "Approved" filtered view.
📎NOTE: The approved report can't be edited anymore. You can't move a purchase invoice back to the Expenses folder.
What happens after you reject an expense?
When you reject an expense report, its status shows as 'Rejected'.
The submitter can View the rejected report and reopen it from the Reports tab. They can edit it and resubmit it again.
To open and edit a rejected expense Report:
As a submitter, access the Reports tab.
Click View to access the expense report.
Click Re-Open. The status changes from 'Rejected to 'Open'
Once open, the submitter can edit the report and submit it again.
📎NOTE: If the Approver has left or doesn't have access to their account anymore, no users will be able to access the expense report. You need to contact the support team by email to release the report for you.