Title: Voiding a Locked or Extracted Expense Report
This page outlines how to Void a LOCKED/EXTRACTED expense report and the related considerations.
What’s covered in this document:
Who can Void Expenses that are LOCKED/EXTRACTED
Administrators, P&R Administrators, and HR Administrators may void LOCKED or EXTRACTED expense reports at any time, whether or not they have been posted to the GL.
Additionally, users with the Manager role have the ability to void an expense report if the system property for Expense > Edit Settings > Permissions > Allow Managers to Void Expense Reports is set to True.
How statuses pertain to the Void function
Following submission of the expense report by the expense user, the report follows the approval process and promotes from the INUSE status to a SUBMITTED or APPROVING status. Once approved by all approvers, the status promotes to COMPLETED (and, if the lock expense report upon completion property setting is set to true, to LOCKED). Instead of or in addition to the LOCKED status, the EXTRACTED status may be utilized.
The Void This Expense Report feature is enabled only for expense reports in the LOCKED or EXTRACTED status.
Where to find the Void option for LOCKED/EXTRACTED expenses
If an Admin type role is voiding, this occurs on the People dashboard > List People > List Expense Reports > Completed Expense Reports.
If a Manager is voiding, this occurs on the People dashboard > My People > List Expense Reports > Completed Expense Reports.
Steps to Void
Click on the Expense icon as in the screenshot below.
Click on the Void icon with the X:
Selecting the Void This Expense Report button spawns the following dialogue box:
The voiding Expense Report is added to the Completed Expense Report list:
Optional Copy of Voided Expense report
If the voided expense report had details that you need on another expense report, you have the option to Copy from the Voided expense report.
To do so, find the Voided expense report from the Expense List and click on the magnifying glass:
Click "Copy to Report":
Edit the appropriate details as appropriate and proceed with your normal processing of the expense report.