Adjust a Booked Transaction – For Approvers
As an authorized approver in Expense, you can review and adjust booked transactions before approving a report. This allows you to correct accounting information, update transaction details, and ensure expenses comply with your organization's accounting policies before the report proceeds further in the workflow. Making adjustments during the approval stage helps improve data quality, reduce accounting errors, and ensure accurate reporting.
When Should an Approver Adjust a Transaction?
You may need to adjust a transaction when:
- 📊 The wrong account has been selected
- 💰 The VAT amount needs correction
- 📁 Internal accounts or cost centers are incorrect
- 🍽️ Representation information is missing
- ✅ Additional accounting details are required before approval
👉 Adjustments should always follow your organization's internal policies and accounting guidelines.
Open Reports Awaiting Review
Step-by-Step
- Open the Expense App
- Navigate to To Review
- Review the list of reports waiting for approval
- Select the report you want to review
✅ The report details will now be displayed.
Review the Transaction Details
To inspect an individual transaction:
- Open the report
- Select the relevant transaction
- If a receipt is attached, tap the transaction to view:
- Accounting information
- VAT details
- Receipt image
- Internal accounts
✅ You can now review the transaction before approval.
Return to the Report Overview
After reviewing a transaction:
- Click the X icon
- Return to the report overview
✅ Continue reviewing additional transactions as needed.
Delete and Rebook a Transaction
If the transaction has been booked incorrectly:
Step-by-Step
- Open the transaction
- Tap the Three Dots (⋮)
- Select Delete Booking
⚠️ This removes the existing booking but does not remove the receipt or transaction itself.
Create a New Booking
After deleting the booking:
- Select Book
- Choose the correct account
Alternatively:
- Select Purchases to use predefined accounting options
Verify:
- 📊 Account selection
- 💰 VAT amount
- 📁 Internal accounts
- 🏢 Cost centers or projects
- Click Save
✅ The transaction has now been rebooked.
Adjust Representation Transactions
If the transaction relates to representation or business entertainment, additional information must be recorded.
During Booking
Choose the appropriate representation template and enter:
- 👥 Number of participants
- 🧑 Names of participants
- 🎯 Purpose of the representation
External Representation
For external participants:
Enter the:
- 🏢 External company name
✅ This information helps ensure compliance with accounting and tax regulations.
Approve the Report
Once all required adjustments have been completed:
- Review the report one final time
- Verify that all transactions are correct
- Click Approve
✅ The report proceeds to the next step in the workflow.
Benefits of Reviewing and Adjusting Transactions
✅ Improved Accounting Accuracy
Ensure transactions are booked correctly before export.
📊 Better Compliance
Verify that internal policies and accounting rules are followed.
👥 Better Data Quality
Reduce errors before reports reach finance and accounting teams.
⚡ Faster Processing
Resolve issues during approval rather than after export.
Automating Error Messages
Organizations looking to reduce recurring user mistakes can implement validation rules and targeted error messages.
Examples include:
- Missing receipt warnings
- Incorrect VAT notifications
- Missing representation details
- Missing internal accounts
✅ Clear guidance helps users correct issues before reports reach approvers.
💡 Tips for Best Results
- ✅ Review accounting details before approving
- 📊 Verify VAT amounts on all transactions
- 🍽️ Check representation documentation carefully
- 👥 Ensure participants and purpose are entered when required
- 🔍 Correct errors before approving the report
❓ Frequently Asked Questions (FAQ)
Can approvers change the accounting information?
Yes. Authorized approvers can delete and recreate bookings before approval.
Can I edit a representation transaction?
Yes. Representation templates and participant information can be updated before approval.
Does deleting a booking remove the receipt?
No. Only the accounting entry is removed. The receipt remains attached to the transaction.
Can I approve a report after making adjustments?
Yes. Once the transaction has been corrected and saved, the report can be approved.
✅ Summary
- 👀 Review reports via To Review
- 📊 Inspect transaction accounting details before approval
- 🗑️ Delete and recreate incorrect bookings
- 💰 Verify VAT and account selections
- 🍽️ Complete representation details when required
- ✅ Approve reports once all adjustments are complete
- 🚀 Improve report quality and accounting accuracy before final processing