A sent expense group cannot be withdrawn, but an approver or the payment approver can send it back to the employee for revision. The employee corrects and resends the group, the approval process starts again from step 1 and the approvers see what changed. This article explains the steps of the three roles.
Before you start
To send a group for revision you are either the approver of the group's current step (the group is In approval) or you have Approve Expense (the group is Awaiting payment).
To reopen a rejected group you rejected it or you have Expense Manager Permission.
To correct a group in revision you are its owner.
Step by step
Approver: send the group for revision
Open the group from the Awaiting my approval card (at the payment step, Awaiting payment).
Click Send for revision at the bottom. The window says "The group goes back to the employee for changes. When it is resent, approval starts over." Write what must be corrected in the Revision note (required, at least 3 characters).
Click Send for revision in the window.
You can get the same result while rejecting: if you tick "Let the employee edit and resend (open for revision)" in the Reject window, the group is not rejected but goes to revision (Approving and rejecting).
Reopen a rejected group
Open the rejected group: choose the Rejected status tab on the Awaiting my approval card; the groups you rejected are listed there. If you rejected it at the payment step, you can also find it on the Awaiting payment card, and as an expense manager on the All expenses card, with the same tab.
Click Reopen. The window says "The rejected group is opened to the employee to edit and resend." Write a Note (required, at least 3 characters) and click Reopen.
The Reopen button is only shown to the person who rejected the group and to holders of Expense Manager Permission; the owner of the group cannot reopen their own group, even as an expense manager.
Employee: correct and resend
Click the revision notification, or choose the In revision status tab on the My expenses card and open the group.
Read what the approver asks for in the Revision note box at the top of the window.
A group in revision opens in three steps, starting at the Receipts step. Correct the group: add a receipt with Add receipt, edit one with the pencil icon on its card, delete one with the bin icon. To change the title and description click the Group details step at the top, change them and press Continue.
Click Review, then Resubmit. The department limit check and the code sent to your phone are asked as in the first submission (Sending for approval).
Approver: review the revised group
The resent group arrives on the Awaiting my approval card with the Revision N badge. When you open it, the box "This form is a revision of the earlier submission (Revision N)" shows a summary of the changes (e.g. 2 new receipts, 2 receipts changed, 2 receipts removed) and the list of removed receipts. In the Receipts list new receipts carry the New tag and changed ones the Changed tag; the changed field is highlighted with "Previously: …" under it. Hovering over the Changed tag shows the names of the changed fields.
Result
A group sent for revision or reopened becomes In revision; its owner gets a notification and an e-mail, both with the note. The screen shows "The group was sent for revision." or "The group was reopened for the employee.".
Only the owner edits a group in revision; an expense manager cannot change it either. Approvers see the group read only.
When it is resent, the group is signed with a new code and time stamp, 1 digital credit is spent, the revision count goes up by one, department limits are calculated again and the approval chain starts from step 1.
Every step (submission, approval, sending for revision, reopening, resubmission, rejection, payment) is written to the History of the group with who did it, when, and the note.
A Paid group cannot be sent for revision or reopened.
Common issues
Symptom: The Send for revision button is not shown.
Cause: You are not the approver of the current step, the group is Awaiting payment and you do not have Approve Expense, or the group is Paid / Rejected / Draft.
Solution: For a rejected group use Reopen; for a paid group the employee has to open a new group.
Symptom: Your own rejected group has no Reopen button.
Cause: The owner of a group cannot reopen it.
Solution: Ask the person who rejected it or an expense manager to reopen it.
Symptom: You cannot send without writing the note.
Cause: Revision note and Note are required and need at least 3 characters.
Solution: Write briefly what must be corrected.