Expense Reports & Employee Reimbursement
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      How to Reject and Manage Employee Expenses in Accounts Payable

      Overview

      You can now reject Employee Expenses directly from the invoice queue within the Accounts Payable (AP) module. This feature allows you to manage employee expenses efficiently, ensuring proper handling and tracking of rejected expenses.

      How to Reject an Expense Receipt

      Step 1: Reject Expense Report

      1. Navigate to Invoice Queue:
        • Click on 'Expense Management', 'Accounts Payable', and then on 'Invoice Queue'. 
      1. Reject Expense Report:
        • Click on the "Reject Expense Report" button.
          eject expense report
        • Click on "Delete" in the confirmation popup.reject confirm

      What Happens When You Reject an Expense Report

      • The expense report will move to the Accounts Payable Trash.
      • The associated receipt will be moved to the "Uploaded" tab in the "My Expenses" section.

      Restoring a Rejected Expense Report

      1. Navigate to Accounts Payable Trash:
        • Click on settings while in the Accounts Payable module.
          Settings AP
        • While in settings, select Trash from the left navigation.
          choosing trash

        • Locate the rejected expense report.
          choose trash
      1. Restore Expense Report:
        • Click on the "Restore" option.
          Restore
          • The expense report will return to the invoice queue in the in-verification state.
          • The associated receipt will be moved to the "Submitted" tab in the "My Expenses" section.
          • If the receipt is also in trash, it will be restored automatically.

      Viewing Rejected Expense Receipts

      • Uploaded Tab:
        • Rejected expense receipts will be displayed with a "Rejected" tag.
          Screen Shot 2024-03-04 at 5.02.53 PM
        • If an employee resubmits the same receipt, the associated expense report will be restored from the Accounts Payable Trash.

      Editing and Resubmitting Rejected Expenses

      1. Edit Expense:
        • Attempting to edit a rejected expense will display an error:
          • “An expense receipt cannot be edited once it has been initially submitted. If needed, please submit a new expense receipt.”
      2. Resubmit Expense:
        • Click on "Resubmit Expense" to move the expense back to the invoice queue.
        • The associated expense report will be restored from the trash.

      Additional Options for Rejected Expenses

      • Send Message:
        • Use the "Send Message" functionality to communicate about the rejected expense report.
      • Remove Expense:
        • Removes the expense from the "My Expenses" section and goes to trash.