Expense Claims - Edit once approved
Ability to edit expense code and tracking code after approval and payment.
This is to make up for there being no data validation capability for coding.
The workaround is to run the Account Transactions report and run 'query tests' in Excel.
Once the errors are found, you go back and edit the transactions for missing tracking codes, etc.
With Expenses there is no ability to subsequently edit the transaction, though whihc measn you need to create journals which is inefficient and hard to audit.
Wayne Buck
shared this idea
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Kristy Dinsmoor
commented
Yes. The vendor/customer, the date, and the amount should be locked. But sometimes budgets change and staff make mistakes in the fields they fill out. Some expenses associated with one project, budget, etc. may be mistaken or re-negotiated to another for so many reasons. We NEED to be able to go in and edit, even if it's only admins maybe. This is so crucial. I spend so much time undoing my reconciliations, deleting bill payments, changing expense claim info, re-approving, re-reconciling, and then closing my bank rec again. I'm not referring to customer, as that should be straightforward. Also, no matter what the employee puts, you can merge those contacts later. For example, I don't care what "Marriott" it was. I don't need 25 Marriott contacts in our database. But our staff will often input the full hotel name like "Courtyard Marriott Sacramento". For this reason, I do see the utility in being able to change the contact OR what I think would be better is if the staff had to pick from contacts already in the system or add a new one just like we do. That way if my staff started searching for an entry with Marriott in it, they'd probably just pick the Marriott vendor we already have in there. But what I need to change more is the project and the tracking categories. Each of our departments has a budget and many of our projects are associated with specific grants/funds. Sometimes the staff enter the wrong one or we decide to reallocate where the grant fund will go later and need to change these fields.
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Tina Buchanan
commented
We need to be able to edit the customer to which the expense claim has been assigned - this is also not possible using a journal
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Richard Warren
commented
The 'new' expenses process is a significant step backwards compared to the way the 'original' expenses used to work. It is impossible to edit key details (such as account code/gst) once it has been paid. Also, it is not possible to easily go on to the system to see if expenses have been paid once 'approved' without significant digging because it is no longer possible to link the expense to a contact such as a restaurant or other supplier. My suggestion is to go back to the original expense process.