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Can an Administrator Change the Accounting in a Submitted or Approved Report?

Users do not always have an accounting background, and occasional posting errors can occur when submitting expenses, travel reports, or corporate card transactions. Fortunately, administrators in Expense have the ability to review and correct accounting information, even after a report has been submitted or approved. This flexibility helps ensure accurate bookkeeping, correct account allocations, and compliance with your organization's accounting policies before reports are exported to accounting or payroll systems.

 Change the Accounting in a Report

Open the Report

  1. Navigate to:

Reports > List All

  1. Locate and open the report that requires correction

✅ You can review all transactions included in the report.

Open the Transaction

  1. Select the purchase or transaction you want to edit
  2. Open the transaction details

✅ The existing accounting information will be displayed.

Delete the Existing Accounting

  1. Click:

Delete Accounting

  1. Confirm the action

⚠️ This removes the current accounting allocation and allows you to start over.

✅ The transaction remains in the report.

Rebook the Transaction

After deleting the accounting:

  1. Select the correct account
  2. Update any required fields, such as:
    • 📊 Account number
    • 📁 Internal accounts
    • 🏢 Cost centers
    • 📂 Projects
    • 💰 VAT handling
  3. Complete the accounting according to your organization's guidelines

✅ The transaction has now been rebooked with the correct information.

Save the Changes

  1. Review the updated accounting
  2. Click Save

✅ The report is updated immediately.

Special Considerations for Representation Expenses

Representation transactions require additional attention when adjusting the accounting.

Copy Representation Information Before Deleting

When you click Delete Accounting on a representation transaction, the following information may be removed:

  • 👥 Participant names
  • 🏢 Company names
  • 🎯 Purpose of the representation

Before deleting the accounting:

  1. Copy the representation details
  2. Save the information temporarily
  3. Re-enter the information when recreating the accounting

✅ This prevents important representation documentation from being lost.

Recreate the Representation Details

After rebooking:

  1. Select the appropriate representation template
  2. Re-enter:
    • Number of participants
    • Participant names
    • Purpose
    • External company name (if applicable)

✅ The transaction is fully restored and compliant with representation requirements.

When Should Administrators Change Accounting?

Incorrect Account Selection

The wrong expense account has been selected.

Incorrect Internal Account

A cost center, project, or department has been assigned incorrectly.

VAT Corrections

The VAT treatment needs to be updated.

Representation Adjustments

Representation details are incomplete or posted incorrectly.

User Errors

A report was submitted with incorrect accounting information.

✅ Administrators can resolve these issues without requiring the user to create a new report.

Benefits of Administrator Accounting Adjustments

Improved Accounting Accuracy

Correct errors before exporting data to accounting systems.

Reduced Manual Corrections

Avoid post-export adjustments in accounting software.

Better Compliance

Ensure reports follow internal accounting policies.

Faster Report Processing

Resolve issues directly within Expense without returning reports unnecessarily.

💡 Best Practice Tips

Review Before Export

Make sure all accounting adjustments are completed before exporting reports.

Verify Internal Accounts

Check projects, cost centers, and departments carefully.

Save Representation Information

Always copy participant details before deleting accounting on representation transactions.

Document Major Changes

Add comments when significant accounting adjustments are made.

Frequently Asked Questions (FAQ)

Can an administrator edit accounting after a report has been approved?

Yes. Administrators can adjust accounting even after submission or approval.

Does deleting accounting remove the transaction?

No. Only the accounting information is removed. The transaction remains in the report.

Can I change internal accounts and cost centers?

Yes. Administrators can update internal accounts during the rebooking process.

What happens to representation information when accounting is deleted?

Participant names, company information, and purpose details may be removed. Copy this information before deleting the accounting.

Do I need to send the report back to the user?

No. Administrators can typically make the accounting correction directly.

Summary

  • ✅ Administrators can edit accounting in submitted and approved reports
  • 📊 Open the report and select the transaction to be corrected
  • 🗑️ Use Delete Accounting to remove incorrect postings
  • 📁 Rebook using the correct accounts and internal dimensions
  • 🍽️ Save representation details before deleting accounting
  • 💾 Save the updated transaction
  • 🚀 Ensure accurate accounting and reporting without requiring users to resubmit reports