Changing processed expense reports in the browser

When and how is an expense report processed?

Ajera processes an expense report after an employee submits it, and (if required in your company preference settings) a supervisor, accounting manager, or both approves the report.

When Ajera processes an expense report, it creates a vendor invoice, reflects the credit card entries on the bank register, and makes entries available in client invoices. It also reflects the changes on reports and financials.

Employees can edit their own processed expense reports and accounting persons can edit all processed expense reports except their own unless the option is marked in Setup > Employees.

How do you change it?

If an expense report is already processed, the accounting manager can change it if the Allow accounting changes after processed check box is selected on the Time & Expense Entry tab > Setup > Company > Preferences.  

However, you cannot delete a processed expense report item or change the amount of it to zero. Instead, add a reversing item to the expense report. If you use a vendor payment to pay or write off a processed expense report item, you cannot change anything but notes and attachments. Instead, enter a new expense report and add a reversing item to that expense report.

When you add new rows to a processed expense report and save it, Ajera automatically processes that information to the bank entry, vendor invoice, and client invoice. You do not need to submit or approve the report again.

If the expense item is already billed on a client invoice or reconciled on a credit card bank statement, the accounting manager can change only the Notes column on the report.

Rules for editing a processed expense report

• If the corresponding vendor invoice for the expense report is paid or partially paid, the entire expense report is locked and cannot be edited and new rows cannot be added.
• If the vendor payment is voided, the expense report opens up for editing.
• If the transaction is final billed on a client invoice, the corresponding row gets locked and cannot be edited.
• If the transaction row is on a reconciled credit card statement, the entire row will be locked.
• On a credit card row, the credit card will be locked but the other fields will be editable.
• On an import credit card row, the information is locked and cannot be changed but all other fields are editable.
• The end date on a processed expense report cannot be changed but the start date can be changed.
• On a regular credit card row, the credit card information is locked and cannot be changed.
• When changing the date on an existing row and entering a new row, the expense report date rules will be applied.

Before you begin

Ensure you have the proper permissions to make changes to processed expense reports in:

1. > Setup > Company > Preferences > Time & Expense tab > Allow changes after processed check box
2. > Setup > Employees > Time & Expense tab > Allow changes after processed check box

To change a processed expense report

1. Click > Manage > Expense Reports.
2. Select the expense report you want to make changes on.

You can click the column heading to include or exclude more expense reports in the expense report list using the widget filter, sort, and group functionality.

3. In the expense report detail window, make any necessary changes.
4. Click to save.

,