Changing a processed expense report

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.

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 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.

What if the expense report is not processed yet?

If an expense report is not yet processed, you can change the expense report.