Validating or rejecting expense reports
Important
If adding a receipt was set up as required for one or multiple of the expense types used in the expense report, there is a check during the validation. The expense report cannot be validated if required receipts are missing. However, it is still possible to reject it.
Important
The approval of an expense report containing several lines must be validated or rejected in its entirety. You cannot approve only one line and reject another line from this menu. To reject a line in an expense report, see Denying a request.
Depending on the processes used in the company, an expense report could have to be completed by the employee before it is transferred for validation.
Unfold an employee to display all their expense reports.
At any time, click on 
next to the search field to update the list displayed.
Depending on the setup of approvals for expense reports, the required approvals must be given before validating an expense report. If approvers cannot do this approval step, you can force the validation of an expense report. To force the validation of an expense report, the DMF 041541 PURCHASES EXPENSE REPORTS FORCE VALIDATION must be enabled.
Expense reports containing mileage expenses must be validated in order. Thus, it is not possible to validate an expense report if its date comes after the date of another expense report not validated.
Example
The manager A must validate two expense reports containing an expense report: one for February, 2025 and another one for January, 2025. The employee must validate the expense report of January 2025 before the expense report of February 2025.
Validating expense report
| DMF | 190805 WEB PORTAL EXPENSE REPORTS VALIDATION VALIDATE NON-COMPLETED EXPENSE REPORT |
| 1 | From the header of the expense report in List view, click on Validate. |
| 2 | Click on Yes. |
The expense report is validated.
Rejecting an expense report
| 1 | From the header of the expense report in List view, click on  . |
A window opens.
| 2 | Add a Comment. |
| 3 | Click on Validate. |
The expense report is denied.
Canceling the validation or denial of expense report
Prerequisite: The expense report must be in Accepted or Denied State.
| 1 | From the header of the expense report in List view, click on Cancel validation. |
| 2 | Click on Yes. |
The validation or rejection is canceled. The expense report is back to its initial state.
The cancellation of the completion of an expense report containing a mileage expense must be done in order. Thus, it is not possible to cancel the validation of an expense report if there is another expense report after that is also validated.
Example
The employee B has two validated expense reports containing a mileage expense. One for the week of February 17th, 2025 and the other one for the week of February 24th, 2025. If they want to modify the expense report of February 17th, 2025, they must:
- request cancellation of the validation of their expense report of February 24th, 2025;
- request cancellation of the validation of the expense report of February 17th, 2025;
- modify then complete the expense report of February 17th, 2025;
- complete the expense report of February 24th, 2025.
