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Can an Administrator Change an Incorrect Receipt or Add a Receipt for a User?

As an administrator in Expense, you can manage receipts on behalf of users when needed. This is particularly useful if a receipt has been linked incorrectly, a receipt is missing from a report, or an employee is unavailable due to leave, resignation, or other circumstances. Administrators can disconnect receipts, attach existing receipts from a user's archive, or upload new receipts directly to a report to ensure accurate documentation and compliance.

 When Can an Administrator Manage Receipts?

You may need to adjust receipts when:

  • 📎 A receipt has been linked to the wrong report
  • 📷 A required receipt is missing
  • 👤 An employee is on sick leave, parental leave, or has left the company
  • ✅ Additional documentation needs to be attached
  • 📊 A report requires correction before approval or export

📎 Disconnect an Incorrect Receipt

If a receipt has been attached to the wrong report, you can disconnect it without deleting the receipt from Expense.

Step-by-Step

  1. Navigate to:

Reports > List All

  1. Open the relevant report
  2. Click the Paperclip Icon next to the receipt
  3. Select:

Remove

⚠️ This does not delete the receipt. It only removes the connection between the receipt and the report.

  1. Click:

Disconnect

✅ The receipt remains in the receipt archive and can be linked again if necessary.

📷 Link the Correct Receipt to a Report

If a report is missing a receipt, you can attach one from the user's receipt archive.

Step-by-Step

  1. Navigate to:

Reports > List All

  1. Open the user's report
  2. Click the Green/White Plus (+) Icon
  3. The user's receipt archive will open
  4. Locate the correct receipt
  5. Hover over the receipt
  6. Click:

Select

✅ The receipt is now attached to the report.

👤 Add a Receipt from Your Own Receipt Archive

In some situations, the receipt may exist in your administrator account rather than the user's receipt archive.

Step-by-Step

  1. Open the user's report:

Reports > List All

  1. Click the Green/White Plus (+) Icon
  2. Open the receipt archive
  3. Locate the dropdown menu:

Belongs to: [User Name]

  1. Change the selection to your own user account
  2. Locate the receipt
  3. Hover over the receipt and click:

Select

✅ The receipt is attached to the user's report.

⬆️ Upload a New Receipt to a User's Report

If the receipt is not available in any receipt archive, you can upload it directly.

Step-by-Step

  1. Open the user's report
  2. Click the Green/White Plus (+) Icon
  3. Select:

Upload

  1. Browse to the file on your computer
  2. Select the receipt
  3. Click:

Open

✅ The receipt is uploaded and automatically attached to the report.

What Happens When a Receipt Is Disconnected?

When a receipt is disconnected:

  • ✅ The receipt remains stored in Expense
  • ✅ The report no longer references the receipt
  • ✅ The receipt can be attached to another report
  • ❌ The receipt is not deleted

This makes it easy to correct mistakes without losing documentation.

Common Use Cases

👤 Employee Is Unavailable

Add or correct receipts on behalf of employees who:

  • Are on sick leave
  • Are on parental leave
  • Have left the company

📎 Incorrect Receipt Attached

Remove the incorrect receipt and link the correct one.

📷 Missing Documentation

Upload copies received by email or from another department.

✅ Approval Preparation

Ensure all required receipts are attached before a report is approved or exported.

Benefits of Administrator Receipt Management

✅ Improved Compliance

Ensure every report has the correct supporting documentation.

⚡ Faster Processing

Resolve issues without sending reports back to users.

📊 Better Data Quality

Maintain accurate documentation in Expense.

👥 Greater Administrative Control

Support employees when adjustments are needed.

💡 Best Practice Tips

  • ✅ Verify receipts before linking them to reports
  • 📎 Disconnect rather than delete receipts whenever possible
  • 📷 Upload clear and readable copies
  • 🔍 Review report documentation before approval
  • 📊 Regularly audit missing or unmatched receipts

❓ Frequently Asked Questions (FAQ)

Can an administrator delete a receipt?

Administrators can disconnect a receipt from a report. Whether a receipt can be permanently deleted depends on permissions and company policies.

What happens when I disconnect a receipt?

The receipt stays in Expense but is no longer linked to the report.

Can I add a receipt from my own archive to another user's report?

Yes. Administrators can switch the receipt archive owner and select receipts from their own archive.

Can I upload a receipt directly to a user's report?

Yes. Use the Upload option within the receipt archive window.

Is this useful when an employee has left the company?

Yes. Administrators can manage receipts and reports on behalf of unavailable users.

✅ Summary

  • 📎 Disconnect incorrectly linked receipts without deleting them
  • 📷 Attach receipts from a user's receipt archive
  • 👤 Link receipts from your own administrator archive
  • ⬆️ Upload new receipt files directly to reports
  • ✅ Correct missing or incorrect documentation before approval
  • 🚀 Keep reports complete, accurate, and audit-ready in Expense