Editing or Deleting an Expense: When and How

Editing or Deleting an Expense: When and How

Introduction

Made a mistake? You can fix it—within the allowed window.

Edit/Delete Rules

  • Pending: Fully editable or deletable.

  • Processing/Completed: Locked—cannot edit or delete.

  • Cancelled: Archived for records; not editable.

Why This Control Exists

  1. Data Integrity: Prevents changing records after payment.

  2. Compliance: Maintains a trustworthy audit trail.

  3. Operational Efficiency: Stops mid-payment disruptions.

How to Edit or Delete

  1. Find the Expense

    • Go to Transactions → Expenses and open the record.

  2. Check Status

    • Ensure it’s Pending; otherwise, it’s locked.

  3. Edit

    • Update stage, items, quantities, costs, attachments, or beneficiary.

    • Save changes and re-confirm totals.

  4. Delete (if needed)

    • Click Delete → confirm. The record moves out of the active queue.

Notes & Tips

  • 💡 Tip: Double-check items and amounts before submission to avoid locked errors.

  • If you must correct a Processing/Completed expense, create an adjustment expense (negative or offset) with notes.

FAQ

Q: I submitted the wrong amount and it’s Processing—what now?
A: Post an adjustment expense to correct the variance and add a note for audit clarity.

Q: Can I restore a deleted Pending expense?
A: No—recreate it. Deleted Pending items are removed from the workflow.

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