Deleting a Report in Expense

 When Can a Report Be Deleted?

A report can only be deleted if it has one of the following statuses:

• ✅ In Progress
• ✅ Rejected

If the report has already been submitted and is awaiting review or approval, it must first be rejected before it can be deleted.

Delete a Report as an Administrator Step-by-Step

1. Navigate to Reports > List All
2. Open the report you want to delete
3. Go to the Report tab
4. Click Delete

✅ The report is permanently removed from Expense.

Delete a Travel Expense Report as an Administrator

For travel expense reports, the Delete option is available directly in the first view when opening the report.

Steps

1. Open the travel expense report
2. Click Delete
3. Confirm the deletion

✅ The travel expense report is permanently removed.

Delete a Report as a User Step-by-Step

1. Open the report you want to delete
2. Go to the Report tab
3. Click Delete

✅ The report is removed.

If the Report Has Already Been Submitted

If the report has the status Submitted and is currently with:

• 👨‍💼 A Manager
• ✅ An Approver
• 📊 An Administrator

you cannot delete it yourself.

What to Do Instead

1. Contact the person currently reviewing the report
2. Ask them to reject the report
3. Once the report status changes to Rejected, you can delete it

✅ Follow the steps above to complete the deletion.

Important Information

⚠️ Once a report is deleted from Expense, it cannot be restored by either administrators or Expense Support.

Before deleting a report, always verify:

• ✅ That the correct report has been selected
• ✅ That supporting documents are no longer needed
• ✅ That the report will not be required at a later date

Delete an Individual Expense

If you only need to remove a specific expense, you do not need to delete the entire report.

Steps

1. Open the report
2. Click on:
   • Purchase Location
   • Amount
   • City
3. Open the expense you want to remove
4. Click Delete

✅ Only the selected expense is removed.

Delete a Mileage Allowance Entry Steps

1. Open the report
2. Go to the Mileage Allowance tab
3. Select the trip you want to remove
4. Click Delete

✅ The mileage allowance entry is removed.

Delete Corporate Card Transactions

Corporate card transactions work differently from manually created expenses.

Important

💳 Imported corporate card transactions generally cannot be deleted.

This is because:

• The bank or card provider sends an invoice
• The report must match the invoice data
• All card transactions must be processed in Expense

✅ Corporate card transactions should be accounted for and handled according to your company's procedures, but they cannot be deleted.

Web Portal or Mobile App?

Currently, reports can only be deleted in the web version of Expense.

⚠️ This functionality is not available in the mobile app.

💡 Best Practice Tips

• ✅ Check the report status before attempting to delete it
• 👀 Verify that you have selected the correct report
• 📄 Save any required supporting documents before deletion
• 💳 Remember that corporate card transactions cannot be deleted

Frequently Asked Questions (FAQ)

Can I restore a deleted report?

No. Once deleted, a report cannot be restored.

Why can't I see the Delete button?

The report most likely has the wrong status. It must be In Progress or Rejected.

Can I delete a submitted report?

No. It must first be rejected by the responsible manager, approver, or administrator.

Can I delete corporate card transactions?

No. Imported corporate card transactions cannot be deleted because they must remain aligned with the card provider's invoice data.

Summary

• 🗑️ Reports can be deleted when the status is In Progress or Rejected
• 🌐 Deletion is only available in the Expense web portal
• 👨‍💼 Both administrators and users can delete reports
• 📄 Individual expenses and mileage entries can be removed without deleting the entire report
• 💳 Corporate card transactions cannot be deleted
• ⚠️ Deletions are permanent and cannot be undone