{"id":22126,"date":"2023-03-23T15:52:31","date_gmt":"2023-03-23T14:52:31","guid":{"rendered":"https:\/\/help.openbee.com\/user-guide\/expense-report-management\/"},"modified":"2026-05-13T09:38:49","modified_gmt":"2026-05-13T07:38:49","slug":"expense-report-management","status":"publish","type":"page","link":"https:\/\/help.openbee.com\/en\/open-bee-notes-de-frais\/user-guide\/expense-report-management\/","title":{"rendered":"Expense report management"},"content":{"rendered":"\n<h1 class=\"wp-block-heading\">Expense report management<\/h1>\n\n<h2 class=\"wp-block-heading\">View the list of expense reports<\/h2>\n\n<p>The list of your expense reports is displayed in the &#8220;<strong>My expense reports<\/strong>&#8221; tab of the Open Bee\u2122 Notes de frais module.<\/p>\n\n<figure class=\"wp-block-image size-large is-resized\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/image-80-1024x261.png\" alt=\"\" class=\"wp-image-15064\" width=\"1024\" height=\"261\" srcset=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/image-80-1024x261.png 1024w, https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/image-80-300x77.png 300w, https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/image-80-768x196.png 768w, https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/image-80-1536x392.png 1536w, https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/image-80.png 1894w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n<p>In this form, each line corresponds to an expense report.<br\/>A button allows you to create a new expense report.<br\/>At the top right of the list, there are four buttons that allow you to act on the list:<\/p>\n\n<ul class=\"wp-block-list\">\n<li><img loading=\"lazy\" decoding=\"async\" width=\"24\" height=\"24\" class=\"wp-image-14976\" style=\"width: 24px;\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/search.png\" alt=\"\">  : Allows you to search through your expense reports. The search is done on the title of the expense report.\n<ul class=\"wp-block-list\">\n<li><img loading=\"lazy\" decoding=\"async\" width=\"16\" height=\"16\" class=\"wp-image-8653\" style=\"width: 16px;\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/04\/warning-1.png\" alt=\"\"\/>  Please note that the search takes into account your filtering and sorting settings from the list.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><img loading=\"lazy\" decoding=\"async\" width=\"36\" height=\"34\" class=\"wp-image-14977\" style=\"width: 36px;\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/filters.png\" alt=\"\"\/>  : Allows you to filter your expense reports according to several criteria (status, date, etc.)<\/li>\n<\/ul>\n\n<figure class=\"wp-block-image size-full is-resized\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/image-81.png\" alt=\"\" class=\"wp-image-15067\" width=\"492\" height=\"394\" srcset=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/image-81.png 656w, https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/image-81-300x240.png 300w\" sizes=\"auto, (max-width: 492px) 100vw, 492px\" \/><\/figure>\n\n<ul class=\"wp-block-list\">\n<li><img loading=\"lazy\" decoding=\"async\" width=\"27\" height=\"24\" class=\"wp-image-14978\" style=\"width: 27px;\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/columns.png\" alt=\"\"\/>  : Allows you to choose which columns to display in your expense report list.<\/li>\n<\/ul>\n\n<figure class=\"wp-block-image size-full is-resized\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/image-82.png\" alt=\"\" class=\"wp-image-15068\" width=\"234\" height=\"197\" srcset=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/image-82.png 312w, https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/image-82-300x253.png 300w\" sizes=\"auto, (max-width: 234px) 100vw, 234px\" \/><\/figure>\n\n<ul class=\"wp-block-list\">\n<li><img loading=\"lazy\" decoding=\"async\" width=\"29\" height=\"28\" class=\"wp-image-14979\" style=\"width: 29px;\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/help.png\" alt=\"\"\/>  : Provides access to help on expense reports, explanation of expense report statuses, etc.<\/li>\n<\/ul>\n\n<figure class=\"wp-block-image size-full is-resized\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/image-83.png\" alt=\"\" class=\"wp-image-15069\" width=\"650\" height=\"350\" srcset=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/image-83.png 867w, https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/image-83-300x162.png 300w, https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/image-83-768x414.png 768w\" sizes=\"auto, (max-width: 650px) 100vw, 650px\" \/><\/figure>\n\n<h2 class=\"wp-block-heading\">Actions on expense reports<\/h2>\n\n<p>Each expense report line has a button <img loading=\"lazy\" decoding=\"async\" width=\"47\" height=\"45\" class=\"wp-image-15002\" style=\"width: 47px;\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/more.png\" alt=\"\"\/> that displays the actions available for the expense report.  <\/p>\n\n<figure class=\"wp-block-image size-full is-resized\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/image-85.png\" alt=\"\" class=\"wp-image-15071\" width=\"168\" height=\"93\"\/><\/figure>\n\n<p>The actions available depend on the status of the expense report.  <br\/>The &#8220;<strong>Download<\/strong>&#8221; and &#8220;<strong>Archive<\/strong>&#8221; actions are only available for expense reports with the &#8220;<strong>Validated<\/strong>&#8221; status.<br\/>The &#8220;<strong>Edit<\/strong>&#8221; and &#8220;<strong>Delete<\/strong>&#8221; actions are not available if the expense report has the status &#8220;<strong>Validated<\/strong>&#8221; or &#8220;<strong>Archived<\/strong>&#8220;.<\/p>\n\n<p>Each row also has a selection <img loading=\"lazy\" decoding=\"async\" width=\"27\" height=\"30\" class=\"wp-image-15007\" style=\"width: 27px;\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/select.png\" alt=\"\"\/>box. If at least one item is selected, a new &#8220;<strong>Actions on Selection<\/strong>&#8221; button appears at the top of the list and allows you to perform an action on each selected item.<\/p>\n\n<figure class=\"wp-block-image size-full is-resized\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/image-86.png\" alt=\"\" class=\"wp-image-15072\" width=\"235\" height=\"93\" srcset=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/image-86.png 313w, https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/image-86-300x119.png 300w\" sizes=\"auto, (max-width: 235px) 100vw, 235px\" \/><\/figure>\n\n<h2 class=\"wp-block-heading\">View an expense report<\/h2>\n\n<p>To view an expense report, you can either click on the title of the expense report or click on the view\/edit <img loading=\"lazy\" decoding=\"async\" width=\"55\" height=\"48\" class=\"wp-image-14988\" style=\"width: 55px;\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/edit.png\" alt=\"\"\/> button to the right of each expense report.<\/p>\n\n<figure class=\"wp-block-image size-large is-resized\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/image-87-1024x793.png\" alt=\"\" class=\"wp-image-15075\" width=\"768\" height=\"595\" srcset=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/image-87-1024x793.png 1024w, https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/image-87-300x232.png 300w, https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/image-87-768x594.png 768w, https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/image-87.png 1093w\" sizes=\"auto, (max-width: 768px) 100vw, 768px\" \/><\/figure>\n\n<p>This screen allows you to view the expense report information and the list of expenses associated with it.<\/p>\n\n<p>The button <img loading=\"lazy\" decoding=\"async\" width=\"150\" height=\"43\" class=\"wp-image-15080\" style=\"width: 150px;\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/modify.png\" alt=\"\"\/> allows you to save changes made to the expense report as well as new expense &lt;&gt; &#8211; expense report associations.<\/p>\n\n<p>To remove the association of an expense with the expense report, click the button <img loading=\"lazy\" decoding=\"async\" width=\"30\" height=\"31\" class=\"wp-image-15081\" style=\"width: 30px;\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/debind.png\" alt=\"\"\/>.<\/p>\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p><img loading=\"lazy\" decoding=\"async\" width=\"16\" height=\"16\" class=\"wp-image-8653\" style=\"width: 16px;\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/04\/warning-1.png\" alt=\"\"\/>  The deletion of the association will only be effective after saving the changes using the &#8220;<strong>Edit Grade<\/strong>&#8221; button.<\/p>\n<\/blockquote>\n\n<h2 class=\"wp-block-heading\">Add an expense report<\/h2>\n\n<p>To create an expense report, click on the &#8220;Create an expense report&#8221; button.<\/p>\n\n<figure class=\"wp-block-image size-full is-resized\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/image-88.png\" alt=\"\" class=\"wp-image-15082\" width=\"201\" height=\"40\"\/><\/figure>\n\n<p>This action will open the Expense Report Creation screen:<\/p>\n\n<figure class=\"wp-block-image size-large is-resized\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/image-89-1024x798.png\" alt=\"\" class=\"wp-image-15083\" width=\"768\" height=\"599\" srcset=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/image-89-1024x798.png 1024w, https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/image-89-300x234.png 300w, https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/image-89-768x599.png 768w, https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/image-89.png 1084w\" sizes=\"auto, (max-width: 768px) 100vw, 768px\" \/><\/figure>\n\n<p>Only the title is required to create the expense report.<br\/>The description is optional.<\/p>\n\n<p>Once the information is entered, you can create the note via the button <img loading=\"lazy\" decoding=\"async\" width=\"150\" height=\"38\" class=\"wp-image-15084\" style=\"width: 150px;\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/validate-1.png\" alt=\"\"\/>.<br\/>The expense report is then created with the status &#8220;<strong>Draft<\/strong>&#8220;.<\/p>\n\n<h5 class=\"wp-block-heading\">Link expenses to the expense report<\/h5>\n\n<p>From the new expense report or detail screen of an expense report, you can link expenses to the report via the &#8220;Add expenses&#8221; button:<\/p>\n\n<figure class=\"wp-block-image size-full is-resized\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/image-90.png\" alt=\"\" class=\"wp-image-15087\" width=\"233\" height=\"109\" srcset=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/image-90.png 310w, https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/image-90-300x140.png 300w\" sizes=\"auto, (max-width: 233px) 100vw, 233px\" \/><\/figure>\n\n<p>There are three buttons for linking expenses to the note:<\/p>\n\n<ul class=\"wp-block-list\">\n<li><strong>Choose from List<\/strong> : Displays a list with all expenses eligible for an organization. An eligible expense is an expense that is not already associated with an expense report. A search function also allows you to search the list.<\/li>\n<\/ul>\n\n<figure class=\"wp-block-image size-large is-resized\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/image-93-1024x732.png\" alt=\"\" class=\"wp-image-15090\" width=\"768\" height=\"549\" srcset=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/image-93-1024x732.png 1024w, https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/image-93-300x214.png 300w, https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/image-93-768x549.png 768w, https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/03\/image-93.png 1093w\" sizes=\"auto, (max-width: 768px) 100vw, 768px\" \/><\/figure>\n\n<ul class=\"wp-block-list\">\n<li><strong>Manual entry<\/strong> : Allows you to report a new expense by manually entering its information. See <a href=\"https:\/\/help.openbee.com\/en\/open-bee-notes-de-frais\/user-guide\/expense-management\/#manualexpense\">Add an expense by manual entry<\/a>.<\/li>\n\n\n\n<li><strong>Submit expenses<\/strong> : This action can also be performed by clicking on the &#8220;No associated expenses&#8221; area (when no expenses are associated with the note). The supporting documents added in this way will be transmitted to the server for automatic recognition.<\/li>\n<\/ul>\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p><img loading=\"lazy\" decoding=\"async\" width=\"16\" height=\"16\" class=\"wp-image-8653\" style=\"width: 16px;\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/04\/warning-1.png\" alt=\"\"\/>  The association will only be effective after you have created the note using the &#8220;<strong>Create Note<\/strong>&#8221; button.<\/p>\n<\/blockquote>\n\n<h2 class=\"wp-block-heading\">Send an expense report for validation<\/h2>\n\n<p>To submit an expense report for validation, several prerequisites must be valid:<\/p>\n\n<ul class=\"wp-block-list\">\n<li>A validation circuit has been configured and activated by your administrator<\/li>\n\n\n\n<li>The expense report has a status of &#8220;<strong>Draft<\/strong>&#8221; or &#8220;<strong>Rejected<\/strong>&#8220;<\/li>\n\n\n\n<li>The expense report has at least one expense<\/li>\n\n\n\n<li>The expenses associated with the expense report have a status of &#8220;<strong>Verified<\/strong>&#8221; or &#8220;<strong>Rejected<\/strong>&#8220;<\/li>\n<\/ul>\n\n<p>Once these conditions are met, select the &#8220;<strong>Send for validation<\/strong>&#8221; action to start the validation process.<br\/>The expense report will then change to the &#8220;<strong>Submitted<\/strong>&#8221; status and the validator(s) will be notified.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Expense report management View the list of expense reports The list of your expense reports is displayed in the &#8220;My expense reports&#8221; tab of the Open Bee\u2122 Notes de frais module. In this form, each line corresponds to an expense report.A button allows you to create a new expense report.At the top right of the [&hellip;]<\/p>\n","protected":false},"author":93,"featured_media":0,"parent":22059,"menu_order":3,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-22126","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/22126","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/users\/93"}],"replies":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/comments?post=22126"}],"version-history":[{"count":2,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/22126\/revisions"}],"predecessor-version":[{"id":38800,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/22126\/revisions\/38800"}],"up":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/22059"}],"wp:attachment":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/media?parent=22126"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}