Approve or send back expense reports

APPLIES TO: Business Central online

[This article is prerelease documentation and is subject to change.]

As an approver, you review expense reports that employees submit. You can approve a report to move it forward in the process, or send it back to the employee with comments if something needs attention.

Important

• This is a production-ready preview feature.
• Production-ready previews are subject to supplemental terms of use.

Review a submitted expense report

1. Open Expense Agent and go to the For My Approval tab.
2. Select the expense report you want to review.
3. Review the report lines, including amounts, categories, and any attached receipts.
4. If the report shows a compliance warning, select the warning to open These expenses need your review. Select an expense to open its details, and then review the status and policy issue explanations in the Summary section.

Tip

The report-level compliance warning appears only when one or more expenses need attention. When all expenses are compliant, the warning isn't shown to approvers.

Approve an expense report

1. Open the submitted expense report.
2. Review the report lines and any compliance warnings.
3. Select Approve.
4. In the confirmation dialog, review the expense count and total amount, and then select Approve.

The report status changes to Approved, and the employee is notified.

Approve a report with policy issues

Policy flags are advisory and don't prevent an approver from approving a report. Review each flagged expense and its explanation before deciding whether to approve the report or send it back.

1. Open the submitted expense report.
2. Select the compliance warning to open These expenses need your review, and then review the affected expenses.
3. Select Approve.
4. If a warning says that one or more policy evaluations aren't current, choose whether to continue with approval or cancel and wait for current results.

Approving the report doesn't remove or change its policy issue information.

Send back an expense report

If a report has issues that the employee needs to fix, you can send it back with comments that explain what needs to change.

1. Open the submitted expense report.
2. Select Send back.
3. In the Send back dialog, enter your comments in the Comment for submitter field. Be specific about which expenses need attention and why.
4. Select Send back.

The report status changes back to Draft, and the employee is notified with your comments. They can make changes and resubmit.

Note

Approval workflows are configured and managed in Business Central. Contact your administrator if you have questions about approval rules or workflow settings.

Related information

Expense Agent overview
Create and submit expense reports
How expense policy compliance works
Troubleshoot common issues in Expense Agent

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