The Prevent Users from Deleting Expense Receipts from Approved Expense Reports/Entries option on the Expense System Setup page restricts users from deleting Receipts and Document Attachments from an Expense Entry or Expense Report once it reaches an Approved State.
Organizations can ensure the integrity of entries and reports by preventing the removal of receipt and document attachments after an expense report is approved.
This article details how to prevent Users from deleting Expense Receipts after they have been Approved.
Example: Adam the site administrator has been tasked to stop users from deleting Expense Receipts once the Expense Reports have been Approved. He can easily navigate to the Expense System Setup page and select the option Prevent Users from deleting Expense Receipts from Approved Expense Reports/Entries. Upon trying to delete an attachment from an already Approved Expense Report users will now be presented with a message informing them that the attachment cannot be deleted.
- From the Icon Bar click Setup
. - From the Navigation Menu click Expense to expand the menu options.
- From the available options click Expense Items.
- Select the option Prevent Users from deleting Expense Receipts from Approved Expense Reports/Entries located in the Expense Entry Validation section.
Note:
- Notes on both Expense Reports and Expense Entries can be deleted when the Expense Report is in an Approved State.
- Upon attempting to delete an attachment, Users will be presented with a message informing them that the Receipt cannot be deleted as the Expense to which it belongs is approved.
- Click Save to save your changes.
Note: The changes you have made will not be visible until your next login. This also applies to other users.
- View your Changes: When an Expense Report is in Approved State, then Document Attachments cannot be deleted.
