Delete and Override Expense Sheets

The Expenses Module allows Administrators and Managers (with appropriate permissions) to delete or override Expense Sheets. This can be useful when correcting errors, handling rejected submissions, or updating expense details on behalf of employees.

⚠️ Important:

• Only Open or Rejected Expense Sheets can be deleted directly.
• Waiting, Approved or Paid Expense Sheets must be reverted (unpaid or rejected) before they can be deleted or overridden.

Deleting an Expense Sheet

Employee Deletions

• Employees can delete their own Open or Rejected Expense Sheets.
• To delete, open the My Expenses tab, click the three-dot Actions menu, and select Delete Expense Sheet.

Administrator & Manager Deletions

• Managers with override permissions and Administrators can delete Expense Sheets on behalf of employees.
  
• If the sheet is Paid, it must first be marked Unpaid before deletion.
• Once unpaid, reject the sheet and then delete it from the Override Expense Sheet menu.

Overriding Expense Sheets

The Override Expense Sheet option allows Managers and Administrators to make corrections when an employee is unavailable or when details must be adjusted.

Actions Available in Override

• Edit the Expense Sheet title, description, or date.
• Add, update, or delete individual Expense Items.
• Submit or unsubmit the sheet on behalf of the employee.
• Mark the sheet as Rejected to reopen it for further edits.
  

Steps to Override

1. Go to Company → Expenses.
2. Find the Expense Sheet in the Review list.
3. Use the three-dot Actions menu → Override Expense Sheet.
   
4. Make the necessary edits.
5. Save or resubmit the sheet.

Editing Expense Items

• Expand the Expense Sheet to see all items.
• Select the eye icon to open an item.
  
• Click Override to adjust details (amount, type, payment method, project, etc.).
  
• Save changes before resubmitting.

⚠️ Note: If an expense item is tied to an inactive Project, it may not be editable until the Project is reactivated.

Best Practices

• Use Overrides carefully: Every change is logged in the Expense Sheet history.
• Avoid deleting when possible: Consider rejecting instead to maintain a clearer audit trail.
• Clean up unused sheets: Encourage employees to delete incomplete or duplicate sheets before submission.

Summary

Deleting and overriding Expense Sheets provides flexibility for correcting errors, removing duplicates, or making updates when employees are unavailable.

• Employees can delete their own open or rejected sheets.

• Managers and Administrators can override or delete sheets, with full visibility into history and changes.

• Submitted Expense sheets (Waiting, Approved, or Paid) must be reverted before deletion or override is possible.

By following these steps, your organization can maintain accurate records, ensure compliance with policies, and keep expense reporting streamlined.