Title: How do I correct, negate, or delete an expense amount?
When expenses need to be corrected, the options vary based on many factors including:
- Which status the expense voucher is in.
- Whether the voucher can or should be deleted entirely and recreated, or if a new correcting voucher should be created.
- If locked/extracted, whether the voucher has been posted.
For example, once an expense voucher has been locked or extracted, it may no longer be edited. Once it has gone through a Financial Post, it may not be deleted. You may consider retaining the original voucher in order to preserve the approval history and voucher number. This is unlike timesheets, which allow adjusting entries to be made to locked/extracted timesheets via Adjustments.
What’s covered in this document:
If the Expense is neither Locked nor Extracted
An Expense which is neither Locked nor Extracted can be edited in the user interface to correct it. It may also be imported and then approved in the system.
If the Expense is Locked or Extracted but has not gone through a Financial Post
If you need to simply delete the entire expense voucher (For example, as you are working through historical expense loads)
You can delete locked/extracted vouchers via import by specifying "!DELETE!" in the delete column of an Expense file and specifying the appropriate Expense Voucher number (consult the Help Docs - Expense Import section and Excel Tips for finer technical points on creating your import file). You can get the file format by exporting the vouchers in question with an Expense export.
- Run the Expense Export for those vouchers, and add a column called "exp_voucher" to the file.
- Specify the voucher # that you want to delete in the "exp_voucher" column (To find this voucher number, you can use the Expense Details Report's "Show Voucher Number" criteria option).
- Keep in mind that if you delete an expense voucher then ALL of the expenses associated with the voucher will also be deleted.
- Then on the Admin > Import > Expense screen choose "Allow deletion of LOCKED or EXTRACTED expense reports." Once you click "Import," it will delete the entire expense voucher associated with any rows for that expense voucher number that contain the "!DELETE!" command. Note that the entire expense voucher, its approval history, as well as any/all line items on it will be deleted.
If your intent is to edit the locked/extracted voucher for certain line items (attributes such as amounts or other attributes)
Locked/Extracted vouchers may not be edited. Instead, you can apply correcting amounts via negatives and positives. You may choose to leave the original voucher itself intact in order to preserve the approval history and voucher number of the voucher, or you may choose to delete the voucher and create a new voucher. *Note that if you delete the voucher and recreate a new one, you will lose the original approval history and all line items, and you will not be able to re-use the voucher number.
OPTION 1 (recommended) - Preserving the original voucher and creating a new voucher. You will want to run an expense export to obtain the file format as described in 1b above.
For any items that need to be removed (negated) from the voucher (either with or without a subsequent positive correction) – Create a negative expense that will negate the incorrect line items and result in a net zero for those values. Take the positive for a line item on the Expense export which must be removed and make it a negative, leaving all other attributes the same (project type, payment method, etc.).
For any items that need to be added to the voucher – Create a positive expense amount for the new line item (this may or may not be the new correct amount for a negative correction you made in the prior step).
For any items that need to remain on the voucher – Remove these line items from the file to be imported (otherwise you will be bringing in the expenses twice, which you don't want).
Remove any voucher numbers in the "exp_voucher" column.
Import as an Expense via Admin-Import-Expense. You may choose to import into an approvable status such as "Submitted" in order for the changes to be approved (during ongoing operations instead of historical expense loads), or you may choose to import into a final Locked/Extracted status (for historical expense loads).
Result: You will now have two vouchers: the original incorrect voucher with the original approval history and voucher #, as well as the new correcting voucher with its own voucher number and (with essentially no approval history if imported as Locked/Extracted, or Submitted status if imported with the intention that someone will review and approve it).
Note that the above may also be accomplished on a voucher by voucher basis using the user interface "Copy to Report" feature. You would Copy the voucher, then delete any correct amounts (since they are on the original) and add any positive and negative correcting amounts. If using the user interface, you must submit, approve, and lock/extract the correcting voucher.
OPTION 2 - Deleting the original voucher and creating a new correct voucher (voucher #, approval history, and all line items will be irreversibly removed and disassociated from the original record in the system). This may not be advisable for ongoing processing as the original voucher may have important approval history information.
Follow the steps outlined in 1a/b/c/d above to delete the voucher. This will completely remove the entire voucher and all of its contents from the system.
Recreating the correct amounts:
You can use that same file to create the correct desired line items.
If you use the same file, make sure that you remove the "!DELETE!" command from any rows in the "Delete" column since now you are creating new line items.
Clear out any voucher numbers in the related columns.
Specify all correct line items/amounts on the import file.
Import. You may choose to import into an approvable status such as "Submitted" in order for the changes to be approved, or you may choose to import into a final Locked/Extracted status. (Note, there will be essentially no approval history if imported as Locked/Extracted, or Submitted status if imported with the intention that someone will review and approve it).
Importing against Expense Types that do not have wizards
If you want to make corrections against expense types that do not have wizards, you simply import against those expense types. First, import the negative amount to correct the incorrect amount, and then import the correct positive amount.
If you want to make corrections against expense types that do have wizards as in the Lodging Per Diem example above, you will need to either make them directly in the user interface or you will need to to import against some other expense type that does not have a wizard associated. For example, if you had an amount incorrectly against Lodging Per Diem wizard and the Lodging Unallowable wizards. Since you can't import correcting amounts against any expense type that has a wizard, you will need to create Expense Types in Admin > Setup > Expense Types that do not have wizards and may be imported against. For example, an expense type called "Lodging Correction" that is mapped to the same accounts and cost structures as the original Lodging Expense Types that had wizards.
If the Expense is Locked or Extracted AND has gone through a Financial Post
When the Expense has gone through a Financial Post, you will not be able to delete the voucher as in the methods outlined above. You must instead create a new voucher(s) with negating amounts for the incorrect amounts and corresponding positive amounts for the correct amounts. Follow the steps outlined in Option 1 - Preserving the original voucher and creating a new correcting voucher above.
Example of negative and positive correcting entries
Let's say that the original incorrect entry was showing a lodging per diem unallowable overage as billable, when in fact it should not be billable (by the way, this can be avoided by using -100% markup). You would need to correct this.
Here is the old voucher:
First, create a correcting negative amount on a new voucher against an expense type of something like "Lodging Correction." Note: you may need to add this expense type in Admin > Setup > Expense Types.
Then, create the positive entry against the original expense type of Lodging Per Diem, with the overage going to Lodging Unallowable. In this example, you would also be sure that Lodging Unallowable is no longer showing in the Billable amount column in the reports via the -100% markup. Note that the project type display in the expense voucher will still show Billable. This is okay since you are creating a -100% markup against the overage expense type.
When you run a report on the old and new amounts, it would look like this: